How, What And When Of Organising A Successful Guest Speaker Event

Seminars and conferences allure people who have a hankering for knowledge. What makes them so attractive is the guest speakers. These events act as a platform for guest speakers and attendees to share real-world expertise and knowledge that are pertinent to their respective fields. Whether it’s science, business, technology, lifestyle, or anything under the sun, guest speaker events can satiate people’s quest to know more.

However, organizing guest speaker events is not a piece of cake. You will have to be prepared to face some challenges along the way. Your objective should always be to make the experience as rewarding as possible for attendees. For that, you need meticulous planning and execution.

Your Audience And Goals

What are you trying to achieve through your guest speaker event? Who will be attending the event? These are the first questions you need to be clear about before planning your guest speaker event. Start by identifying the topic and purpose of your event. Determine the key messages you want to convey and the audience you want to target.

Create a profile of the type of person who would be interested in attending your event. You will have to consider factors such as age, gender, profession, interests, and motivations. Surveys, focus groups, or online research tools can help you to gather insights into what motivates your audience to attend events and what topics they find most interesting.

If you have a guest speaker event on your mind, then you should read on to know some valuable information to find, invite, and host a successful event:

Choosing The Right Speaker

Guest speakers are typically experts in their field and have a wealth of knowledge and experience that they can share with your audience. Inviting a speaker who is knowledgeable about a particular topic will provide your audience with valuable insights and perspectives that they may not have access to otherwise.

Here are some tips to follow while choosing the right guest speaker:

1.   Look For Professionals

Choose a guest speaker who is not only knowledgeable and experienced in their area of expertise but also engaging and charismatic. You may consider inviting a celebrity or industry leader who can attract a crowd. But make sure they align with the overall theme of your event. You can search for guest speakers on professional networks, speaker bureaus, and through your personal contacts. Consider the expertise, experience, and industry knowledge that the speaker should have to deliver a compelling and relevant presentation.

2. Contact A Guest Speaker Agency

If you are looking for a speaker, you can get in touch with a guest speaker agency. These agencies provide businesses and other organizations with guest speakers on hire from a network of speakers with diverse backgrounds, expertise, and experience in various fields. Using a guest speaker agency can save time and effort for organizations that need to find a speaker quickly or have limited resources to manage the speaker booking process. These agencies have the expertise and connections to match organizations with speakers who can deliver impactful presentations and engage their audience.

 3. List Out Potential Speakers

Create a list of potential speakers with their contact information, background, and topics they specialize in. This will help you narrow down your search and choose the most suitable speaker for your event. Review the credentials of potential speakers, including their background, expertise, and reputation. Check their online presence, such as their website, social media profiles, and online reviews. Doing so would help you create a comprehensive list of speakers to choose from.

4. Approach The Speaker

Once you have identified potential speakers, reach out to them through email, phone, or social media. Introduce yourself, explain the purpose of your event and the topics you would like the speaker to cover. Be clear about the date, time, and location of your event. Check the availability of potential speakers to ensure they are available on the date of your event. Reach out to their representatives or booking agents to discuss availability and fees.

5. Negotiate Fees And Logistics

Negotiate fees and logistics with the speaker’s representatives or booking agents. Discuss payment terms, travel arrangements, and any other logistical details. It’s important to determine your budget for the event so that you identify the type of speaker you can afford and set expectations. Once you have agreed on the fees, sign a contract that outlines the terms and conditions of the agreement. This can include details such as the date and time of the event, the speaker’s responsibilities, and payment terms. Make sure travel arrangements, accommodation, and transportation for the speaker are in place.

Promoting Your Guest Speaker Event

Promoting your guest speaker event is crucial to attract attendees and make your event a success. Start promoting your event as early as possible to give people enough time to plan and attend. It’s all about creating a buzz around your event. Use social media platforms like Facebook, Twitter, and LinkedIn to promote your event. Creating and posting regular updates on a Facebook event page should attract people to the speaker and your event. Send email invites and reminders to your mailing list. Include details about the speaker, the event agenda, and how to register.

Make sure you create engaging content such as videos, blog posts, or infographics that showcase the speaker and the event. Share them on social media and other platforms. Also, ask your guest speaker to promote the event to their network. They may have a large following on social media or a mailing list that you can tap into. By promoting your guest speaker event effectively, you can increase attendance and create a memorable experience for your audience.

Host The Event

Hosting the event itself is an essential part of a successful guest speaker event. On the day of the event, make sure everything is in order, including the venue, equipment, catering, and seating arrangements. Introduce the speaker, and provide them with any necessary support or assistance they may need. You will have to ensure that the audience is engaged. This can be done by encouraging them to ask questions and interact with the guest speaker. The questions should be relevant to the topic and the speaker has enough time to answer them.

After the event ends, you should collect feedback from your audience, speaker, and other stakeholders. You can use this feedback to improve future events and to measure the success of your guest speaker event. Follow up with attendees after the event with a thank you email, a survey, or a newsletter. This will help build a long-term relationship with your audience.

Hosting a successful guest speaker event requires preparation, attention to detail, and effective communication with attendees. By following these tips, you can create a valuable and engaging experience for your audience.

Additionals:

• Top Tips for Planning Your First Corporate Event
• 5 Mistakes to Avoid When Planning a Corporate Event
• Amazing Virtual Event Ideas That Offer Proven Results