From search to stage: What to know (and what to avoid) when booking a speaker for your next event
Read time: 4 mins.
You need a guest speaker for your upcoming event, but you’ve never hired one before. “No problem!” you think as you open Google, type in speakers, and… 428,000,000 results appear. “That’s okay,” you say to yourself, “I’ll just look for a recognizable name. Oh, there’s Jay Shetty! The Forbes 30 Under 30 guy. Yes!”
We wish it were that easy.
Selecting, budgeting, contracting, and working with a professional guest speaker takes time, insight, and strategy. Like any business partnership, it pays to be thoughtful. A great first step? Connect with a trusted speakers bureau or someone experienced who can work with a bureau on your behalf when selecting a meeting speaker.
As you plan your event and pinpoint the right message for your audience, here are six tips to help you choose the right speaker—and make the process smoother from start to finish.
1. Start Early—Don’t Rush It
Before you begin your search, nail down the basics: your event date and time, a clear topic or theme, and your budget. Many speakers—like top-tier entertainers—won’t confirm until they receive an offer. That means the earlier you start, the better your options.
Bonus Tip: Even if your date isn’t locked in, start exploratory conversations early. This gives you flexibility and helps you build your shortlist.
2. Focus on the Message, Not Just the Theme
It’s tempting to match your speaker to your event theme too literally. But don’t let a catchy slogan overshadow your goals. Ask yourself: What outcome do I want for my audience? Do I want to educate, entertain, inspire, or all three?
For example, a world-class mountaineer might energize your “Peak Performance” theme, but if your goal is to improve industry-specific practices, an expert from your own field might be a better fit when selecting a meeting speaker.
Bonus Tip: Consider booking two complementary speakers—one to captivate emotionally, the other to drive home industry insights.
Just because someone else raved about a speaker doesn’t mean they’re right for your audience. Your group has its own preferences, culture, and expectations. Be clear about what you want them to feel, learn, and take away.
Bonus Tip: Ask your speakers bureau for unedited video footage of past talks. Highly produced clips can be misleading—raw footage reveals the real deal.
4. Be Clear About Expectations
The biggest post-event regret? “I wish I had asked for…” Miscommunication or unspoken assumptions often lead to disappointment. If you’d like the speaker to attend a dinner, take photos, or join a panel, discuss it before the contract is signed.
Bonus Tip: Many speakers are happy to go above and beyond—as long as they know what’s expected in advance.
5. Connect Before the Event
Schedule a pre-event call between the speaker and your key stakeholders. This helps align messaging and gives your speaker valuable context—what the CEO is emphasizing, what the marketing team is promoting, etc. This call is typically standard in speaker contracts.
Hiring a celebrity? Be aware they may send a representative instead of joining the call themselves.
Bonus Tip: Provide a short briefing document ahead of the call with your event’s purpose, audience profile, and key messages to make the most of the conversation.
6. Lean on the Experts
A reputable speakers bureau can save you hours (and headaches). Their job is to understand your event goals, vet speakers, and match you with options that meet your budget and needs. They offer impartial insights and handle negotiations, logistics, and contracts—so you can focus on the big picture when selecting a meeting speaker.
Bonus Tip: Think of a bureau as your strategic partner—not just a booking service. The right bureau can elevate your entire event.
Final Thought
Hiring a speaker shouldn’t feel like a shot in the dark. With the right planning and expert help, you can find someone who not only delivers onstage—but becomes a highlight of your entire event.
