Best Practices Checklist when Searching for a Keynote Speaker

The best event planners are successful because they know the right questions to ask when hiring a keynote speaker. Whether you’re working with a speakers bureau or searching independently, consider the critical points the pros know.

• Know event objectives. Events usually tie to a strategic initiative, KPI or business outcome to be impacted as a result. A conversation with key event stakeholders will clarify these and greatly narrow your search.

• Ask potential speakers to describe their content and messaging. A discovery call between the speaker and key stakeholders is a great way to vet prospects prior to decision making.

• Consider how the speaker will integrate into the event theme and messaging and see how flexible the speaker is on aligning their message to be on point. The potential speaker should be able to explain how they will align their message to your event theme and objectives.

• Delicate subjects or considerations should be clearly communicated so that there are no surprises on stage. Don’t be shy about asking prospects about their special considerations, or sharing yours.

• What kind of flexibility does the speaker have on fees based on location and seasonality of their business? Will they discount travel fees if they’re already in the area? Is there a “low” season during which they might offer competitive fees?

• Understand the speaker’s travel requirements and terms for getting to and from your event. These should be clearly outlined as part of the contract.

• Ask the speaker to cite previous organizations in your industry he or she has spoken to. This will help give you an idea if they have some basic knowledge of your business.

• The speaker may have the ability and expertise to integrate into breakout sessions, panel discussions or post event content. It may be worth having a conversation about how they might go beyond just a keynote.

• Ask if the speaker is willing to give additional time to extend their value add. Audience meet and greets, book signings and Q&A sessions are examples that add extra value and are easy to schedule into agendas.

• If possible, ensure your key stakeholder discusses their objectives with the speaker in advance of event day. Having this important conversation on site does not allow for the correct preparation and context to be communicated properly with time to make adjustments.

• Request that the speaker observe part of the event ahead of their speaking time. This will make their part of the event more seamless and allow them to refer to previous activity or messaging.

• Does the speaker have anyone on their team that can help with logistics and AV requirements? This can be very helpful as the event gets closer and you have other priorities.

Remember, you’re paying good money for outstanding service, and should expect the best. The keynote speech sets the tone for the event, or rounds out the program, and these tips will help you get the best value for this essential booking.