Are you looking to book a keynote speaker for your event or conference? Here are some tips on how to find and book a keynote speaker.
1) Know Your Goals
Before you reach out to a keynote speaker, have an answer to the following questions. Your answers will help you decide which speaker to reach out to and will help the speaker determine if they can present at your event.
- What is the date, location, and budget of your event? (These are important for finding available speakers. If you can, pick several potential dates).
- What is the purpose of your event? (Match the speaker to the purpose: education, motivation, training, etc.)
- Who is your audience? (Match the speaker with the audience. For example, women, political, business, general)
- What type of presentation do you desire? (Do you want a keynote, workshop, or Q&A, or all of these?)
- Who are your decision-makers? (If you aren’t the one who decides, then you need to have everyone on board before taking the time to negotiate with a speaker).
2) Contact a Speaker
Once you know your goals, reach out to several keynote speakers who meet your criteria. It’s always better to have a short list since your top speaker may already be booked.
There are four ways people reach out to keynote speakers.
- Internet Search: Use the internet with a keyword search to find speakers on your topic. And watch samples of their work. A speaker website will have a contact form, email, or the number of their speaker manager or a speaker bureau they work with.
- Network: Ask people in your network if they know of a great speaker on your event topic.
- Personal Experience: Reach out to a great speaker you have seen before.
- Speakers Bureau: Work with a professional speakers bureau. For no additional fee, speakers bureaus can narrow down your search and offer a selection of speakers. Many can also offer help with event planning, contracts, and accounting.
3) Sign a Contract
Once you know your goals and have selected a speaker, book them for your event. You will need to sign a contract, go over event logistics, and work out payment.
- Contract: Most contracts are standard in the business. They set a fee and stipulate what is expected for the fee for a certain time, date, and place. Basically, all the things you established with your goals.
- Event Logistics: Event logistics depend on whether the event is virtual or in-person. For in-person events, you’ll need to determine flights, hotels, per diem, etc. Many speakers have a set travel fee for this. For hybrid, you’ll need to determine the technical details for streaming or recording.
- Payment: Payment is typically a 50% deposit to secure the speaker and payment on completion. You’ll also need to be aware of taxes and withholding, depending on the laws of your state or country where the event is taking place.
This article was originally published by BigSpeak Oct 4, 2023.
