06 May HOW DO I REQUEST A GUEST SPEAKER? – A STEP BY STEP GUIDE
Meeting planners need to know: How do I request a guest speaker? Top presenters can be a valuable addition to any event, conference, or classroom setting. They offer unique perspectives, expertise, and real-world experiences that can enrich and enliven the discussion. And so how do I request a guest speaker becomes an important question to ask.
All that being said, keep in mind the process of requesting and securing a featured orator requires careful planning and execution. Here’s a step-by-step guide to help you navigate the process successfully.
- Identify Your Goals and Ideal Speaker Profile – Before you start your search, take the time to clearly define your objectives for having a keynote presenter. What do you hope to achieve by bringing in an external thought leader? As part of determining how do I request a guest speaker, ask yourself” Are you looking for someone to provide industry insights, motivational stories, or specific subject-matter expertise? And of course identify the ideal speaker profile that aligns with your goals, audience, and event theme.
- Conduct Research and Build a List of Potential Speakers – With your objectives and desired speaker profile in mind, begin researching potential candidates. Utilize your professional network, industry associations, speaker bureaus, and online resources to compile a list of potential speakers. While deciding how do I request a guest speaker, look for individuals with relevant expertise, strong communication skills, and positive reviews from previous engagements.
- Reach Out and Make the Invitation – After you have identified your top choices, it’s time to reach out and extend the invitation. Draft a formal invitation that includes details about the event, date, location, expected audience size, and any relevant background information. Be sure to clearly communicate your objectives and the role you envision for the guest speaker.
- Negotiate Terms and Logistics – Mind you, on top of it all, if you’re fortunate and the speaker accepts your invitation, you’ll need to negotiate the terms of their engagement. That means discussing honorarium or speaking fees, travel and accommodation arrangements (if applicable), audio-visual requirements, and any specific requests or preferences they may have.
- Start Marketing the Program – Having finalized details and decided how do I request a guest speaker, promote the engagement via the variety of different marketing mediums at your disposal. Utilize social media, email newsletters, website announcements, and other promotional materials to generate interest and excitement among your target audience.
- Prepare for the Event – As the event date approaches, ensure that all logistical arrangements are in place. Confirm the audio-visual setup, arrange transportation (if needed), and provide the speaker with any relevant materials, such as presentation guidelines or background information on the audience.
- Welcome and Support the Speaker – On the day of the event, designate a staff member or volunteer to greet the speaker, assist with any last-minute needs, and ensure they feel welcomed and comfortable throughout their visit.
- Make Sure to Say Thank You – Successfully knowing how do I request a guest speaker isn’t just about the run up to the program: Don’t forget to touch base on the backend and thank your presenter and gather any feedback or insight that they might want to share as well.
Stick to the program here and you can not only answer how do I request a guest speaker but also streamline the process of locking down a featured presenter, ensuring a valuable and enriching experience for both the speaker and your audience.
