Conference Speakers for Your Next Event: The Ultimate Guide to Find and Book the Best
Great speakers bring credibility to your event. They inspire great conversation and motivate the audience into action. But, how do find and invite the perfect speakers for your conference?
You really have 2 options:
Hire event professionals to source and manage speakers for you.
Research and negotiate with speakers yourself (DIY).
Here we'll focus on the DIY element. We'll teach you to find and book the perfect speakers for your next event. We’ll also walk you through what to do once you’ve booked them to keep the relationship going.
Click on any of the section titles to jump straight to that section:
How to Find and Evaluate Potential Conference Speakers
Defining your Speaker Needs
Utilizing your Audience to Source Speakers
Utilizing Network Connections to Source Speakers
Utilizing Public Speaker Databases to Source Speakers
Posting an Open Call for Speakers
How to Quality Check Your Conference Speaker Lineup
Researching Past Speaking Engagements
Researching a Speaker's Website and Social Media
How to Narrow Down Your Speaker Pool (and pick the final lineup)
Diversity, Equity and Inclusion in your Speaker Lineup
Speaker Expertise vs. Speaker Experience
A Note on Big Name Speakers
How much Conference Speakers Cost and Other Financial Considerations
Speaker Honorariums and Fees
Speaker Travel, Lodging and Meal Costs
Speaker Perks and Extras
Asking People to Speak at your Conference for Free
How to Negotiate Fees and Contracts with Conference Speakers
Weighing Speaking Experience vs. Expertise
Equity in Speaker Fee Negotiations
Conference Speaker Agreement
How to Invite People to Speak at your Conference
Inviting Speakers in Rounds
Speaker Invitation Email Template
What goes in a Speaker Honorarium Package
How to Build Good Relationships with Conference Speakers
Be a Good Host to Speakers
Thank You Gifts for Conference Speakers
Supporting Speakers Beyond your Event
Finding and Evaluation Potential Conference Speakers
First step: establish a clear criteria for the speaker that meets your goals for the event. Think about things like areas of expertise, qualifications, and experience. What should your particular speaker bring to the table?
Consider your conference strategy, including the conference's target audience and the conference objectives. If the goal of your event is to connect a community of young mothers, what does that community need? What do they want most that they can’t already find elsewhere? If you’re not sure, it might be time for some audience research.
Defining your Speaker Criteria
Think of it like writing up a job description:
Explain what work the job entails
What expertise and skills should the best candidates have?
What outcomes do you expect from this work?
If you’re stuck and not sure what you’re looking for, pause and get clear on your event goals before moving on.
Using your Audience to Find Speakers
Part of your early homework in speaker sourcing is to understand your audience. Your audience's needs and wants should influence your process. What do the people attending this conference want to hear? Who or what are they expecting?
And don't forget to look within your own community for speakers! Within your community you can find knowledgeable people who already share values. Plus, they'll be able to speak with authority on the topics you're covering. It's a win-win!
Using your Network Connections to Find Speakers
Leveraging your network is another option to source high-quality speakers for an event. It can open up new possibilities and access to industry leaders who are likely looking for speaking opportunities.
And it doesn't have to be complicated. Reach out to people with a simple ask:
"I'm building a speaker lineup for [event], do you know anyone that might be interested in speaking on [your criteria]?"
Leveraging these existing relationships can help you build your speaker lineup efficiently. Especially if the speakers have already expressed interest in similar events or topics.
Utilizing Public Speaker Databases to Source Speakers
Technology has made it a lot easier to find and connect with speakers. For better or for worse. A quick Google Search will pull up plenty of speaker database websites to look through. You can search for databases based on all kinds of criteria.
Most of these websites work in a similar way. Each speaker has a profile with a short bio, links to past speaking engagements and a rundown of their areas of expertise.
While these types of sites can be helpful, Speaker databases can be a little overwhelming. They tend to lean more generic. You’ll find people who identify themselves as a “motivational speaker” and not much else. Which isn't very helpful if you’re looking for a speaker in a very specific niche or industry. And if you've pulled up a database with thousands of speakers it can be a bit of a slog to wade through.
In some cases, you'll need to sign up before you can see any lists of speakers. In others, you'll pay an access fee. Finally, some databases never let your communicate with the speaker directly. Instead you'll have to work through a site rep or an order form.
Example of a speaker database: Black Speakers Collection
Example of a speaker database: Black Speakers Collection
Posting an Open Call for Speakers
In an open call for speakers, pull together a description of the kinds of speakers and talks you’re looking for. Set up a system for people to submit their proposals for your review. Using something like Google Forms or similar is the easiest way to do this.
Make sure to include a due date for submissions well in advance of needing to finish your speaker list. Advertise the open call for speakers with your audience. Use your social media, your email list, and even via your professional network. Once the deadline has passed, you can review the submissions and pick the best ones.
Of all the options available, this one has the most potential for spam and low quality submissions. It can also be a huge time suck if you receive too many submissions. That said, for the sake of being comprehensive we’ve decided to go ahead and include it as an option in this article.
Quality Assurance for your Conference Speaker Lineup
When considering potential conference speakers, it’s essential to do your research. Make sure they align with the goals of your event and can actually provide what they say they can. Check their experience and expertise in the topic they'll be discussing, and their ability to engage an audience.
Your conference strategy should also be taken into account when selecting conference speakers. The right speakers will help to further the goals of your conference.
Remember, the success of your conference hinges on the quality of its speakers. So the goal is to find people who can captivate and inspire your guests.
Looking up Past Speaking Engagements
First step in quality assurance is to look up any examples of past speaking engagements. A good speaker will have these readily available on their website. A quick google search like “[Speaker Name] talks” should also bring up past engagements.
What a couple of talks and read any reviews or comments available to get a better idea of their skills and message. While you're looking through these talks you should look for two things:
A message that aligns with the goals of your event and speaks to your audience. Once again we go back to the audience experience being at the core of your decision making. Has this person spoken on topics related to your audience and your event’s goals?
Basic speaking skills. We want someone who looks comfortable on a stage and able to present a cohesive message to the audience.
A screenshot from Ashleigh Axios’ talk from Clarity 2022 on Confronting Sigma Traps in Healthcare
Looking up Speaker's Website and Social Media
Social media is a great place to do some extra digging into a speaker’s reputation and expertise. Look into what type of content and conversations this speaker engages with online.
Why? A speaker on your lineup can add to your event’s credibility but they can also take away from it. So take some time to look through their social media. Based on what you find, are you comfortable associating your event with this person? What types of behaviors are acceptable?
Narrowing Down your Speaker Pool
At this point in the game you should be able to start narrowing down your potential speaker. In this section, we’ll go over some tips for getting your speaker list down to the final version.
Diversity, Equity and Inclusion in your Speaker Lineup
Is your speaker lineup balanced and diverse? A diverse group of conference speakers always creates better conversations and attendee experience. Strive for a mix of speakers with varying backgrounds and perspectives.
As you work through refining your speaker invite list, does it reflect a cross-section of diversity? Does it represent the reality of the world and humanity? If not, why? Who is missing from the conversation and how can we make sure they’re represented?
For more in depth information on this topic here are a few links to further reading:
In April 2022, a Soul Food Festival in Arkansas came under fire for promoting an all while panel for an event meant to commemorate Juneteenth, a a federal holiday in the United States commemorating the emancipation of enslaved African Americans.
Speaker Expertise vs. Speaker Experience
A speaker with expertise but no speaker experience, what to do? There isn’t a fast and hard rule. We like being able to give opportunities to people to speak for the first time. If no one gives them their first chance, how will they ever become better speakers? That said, we have taken a chance on a first time speaker and they completely froze on stage.
This type of risk taking isn’t realistic for every conference organizer. It’s up to you to decide the balance between a speaker with more expertise on a topic or experience on a stage. How much energy can your team devote to rehearsing with speakers and setting them up for success?
A Note on Big Name Speakers
Oprah. Tony Robbins. Bill Gates. We get it. In the speaker circuit there are the big names. Big fish everyone wants on stage because the perceived marketing value is great. A question we get asked often is how do you get a big name speaker to appear at your conference?
While big name speakers can bring attention to your event (emphasis on can), they also come with other things. Big speaker fees, big entourages, and a big list of demands.
If your primary goal for an event is to have a big name attend, then go for it. But if you’re reading this we have good reason to believe you want something more from your event. If you’re interested we have an entire podcast episode dedicated to this topic. You can listen here.
Sometimes…speakers that are expensive…are worse.
Considering the Cost of Conference Speakers
Consider the total cost of speakers to keep the conference within budget. The cost of a speaker doesn’t only include their speaker fee. You also need to factor in:
speaker support
travel
accommodations
meals
unexpected or emergency expenses
When choosing speakers, find a balance between cost-effectiveness and offering a first-rate experience. Not to mention keep your budget in line!
Speaker Honorariums and Fees
Speaker fee and honorarium both refer to the amount of money a speaker is paid for speaking at an event. Note that this amount is separate to any travel, lodging and meal costs. These should be covered by the event directly.
There isn’t a black and white answer of what is or isn’t a fair speaker fee. Speaker fees can vary, with many factors influencing the cost. Not to mention, the honorarium you’re able to provide will depend on your event’s budget. Speaker fees should be negotiated so that both the speaker and your organization are satisfied with the terms.
With an experienced speaker you can expect to pay more, but they come with benefits like larger audience reach and more successful delivery.
When deciding on the honorarium and other benefits, a list of factors to consider:
The speaker’s experience
The speaker’s area of expertise or niche
The length of the talk
The potential audience size
Any extra work you’re asking the speaker to do like marketing or content creation
If the talk is all new material or recycled content
With a fair offer, you’ll be able to attract the best speakers for your event. Speaker fees should be discussed and agreed on before the speaker signs a contract.
Speaker Travel, Lodging and Meal Costs
Extra costs incurred beyond the speaker's fee are usually only a consideration for an event in-person. So if your budget won’t accommodate such expenses, then an online event may be your best option.
One such cost is the speaker's travel to and from the event city. Depending on the distance and timing of the event, this can be a significant expense. For example, If your speaker lives in LA and your event is in New York City, that will need flights. But if your speaker lives in the same city, you’ll most likely only need to cover transportation like a taxi.
If your speaker’s travel includes flights, another expense is the speaker's travel to and from the venue to the airport. Depending on the transportation arrangements and distance, this cost can also add up.
Finally, meals should be provided while the speaker is at the event. We want our speakers well taken care of and have the energy to deliver their best presentation!
Speaker Perks and Extras
An extra perk you can offer speakers is networking and helping them build their network. A few years ago we invited a speaker who’s speaking fee was higher than what we could offer. To make up for the difference, they requested that we connect them with a couple of companies in the event city. We were happy to do it and as a result, the speaker got many profitable job opportunities. It was a simple connection we were happy to make that added a lot of extra value for that speaker. If you have the ability to help your speakers build their network, you should.
A speaker dinner or reception the night before a conference is also nice perk for speakers. They probably won’t have the chance to meet and interact during the hustle and bustle of the actual event.
Finally, a nice extra is to arrange for each speaker to receive a small care package when they arrive for the event. We like to at least include lip balm, a small pack of bandages, mints, travel packs of tissues and travel packets of pain reliever. Menstrual hygiene supplies are also always appreciated.
Asking People to Speak at your Conference for Free
Especially if an event is not free, we never ask people to speak for free. If you’re not prepared to pay an honorarium, reconsider your event strategy. Speakers bring an incredible amount of value to events and they deserve fair compensation for their time and work.
If you can’t afford to offer the full speaker fee, make an offer in good faith to try to find ways to provide equal value. But keep in mind that speakers are welcome to refuse at any time.
Another great tip is to seek out a sponsor that is willing to cover the cost of the speaker’s fee and attendance. The speaker is compensated and a brand gets recognition for supporting the event. It's a win-win.
If a speaker can’t accept payment because of their employer, give speakers the option of donating their payment. We tend to put the money back into a scholarship fund or the event production pool.
Negotiating Fees and Contracts with Conference Speakers
When negotiating with conference speakers, make sure both sides have clear expectations. Does everyone know what's expected from each party? Outline everything including budget, payment timelines, and compensation.
Equity in Speaker Fee Negotiations
Black people, people of color, people with disabilities, women and of other marginalized identities (and any intersectionalities of these identities) are historically underrepresented on conference stages as speakers.
When they are invited to speak on stage, they are regularly paid less than white, male counterparts with similar experience levels for doing the same work.
We know there is a problem, and until it stops being a problem, we must all be intentional about recognizing that bias and actively working against it. A great article to read as a starting point: Madison Butler Launches The Black Speakers Collection As A Way To Close The Speaker Pay Gap
Conference Speaker Agreement
A basic conference speaker agreement includes:
Basic details of your event
The work and content you expect from your speaker
What your organization is committing to provide that speaker in return for that labor
More complicated speaker agreements can include:
cancellation policies
contingency plans
additional terms related to copywrite
distribution rights
Not all conferences, especially smaller ones, need that speakers sign agreements. For the most part things work out well. Personally, we like having terms written out clearly. We’d rather be over prepared than caught flat footed by a speaker that disappears.
Consult with a legal professional before signing any agreements or handing an agreement to a speaker for signature. For speakers who work at certain large corporations, their legal department will review any agreements before they allow their employee to sign. This is especially important for speakers who work with company secrets.
How to Invite Conference Speakers
You’ve done all your homework and now you’ve got your list of speakers ready! Next step is to confirm any preferences a speaker may have in regards to communications. Some speakers prefer email or a specific contact form. Others have a representative that handles their speaking engagements. Check to see if they have a preferred method for receiving speaker requests before sending anything.
Although we’d love for all our invites to be accepted, be prepared for speakers to decline. It’s never personal, a lot of times it’s down to calendars not working out. You should have a list of speakers made up of first and second choices. Send out your invites to first choice speakers, then work through the second choices as speakers decline.
We give people about 2 weeks to respond to our initial invitations before we move forward with other choices.
Speaker Invitation Email Template
When sending an invitation to a speaker, don’t expect a commitment from them immediately. Instead, your primary goals with this initial contact are:
Are they available for the dates and times of your event?
Are they interested in discussing the opportunity?
Your call to action in this initial email should be to arrange a 15-20 minute conversation to discuss the opportunity further.
In your email, include a speaker package with relevant information. You can write this out in the body of the email itself, set up a page on your event website, or in a PDF. In the next section we’ll go over the sections that should be included in a speaker package.
Hello [name],
I hope you’re well! I’m [Name, title], and I’m hosting [event][year] this year.
[elevator pitch of event: 1-2 sentences]
We would like to invite you to be a speaker at [event].
Overview
Event Dates:
Event Format:
Expected Attendance:
In-Person Location:Speaker compensation and more details about this year’s event are all outlined here for you to review: [link to this event’s speaker package]
If you’re interested in this opportunity we’d love to set up a quick 20 minute call to introduce ourselves and answer any questions you may have. You can schedule a time on my calendar here: [link to calendar created specifically for speakers of this event]
All my best,
[your name]
Inviting the right speakers has a huge impact on attendee experience.
What goes in a Speaker Honorarium Package
A speaker honorarium package should include all the information needed for a speaker to make an informed decision. Whether that’s to come back with a counter offer, decline or accept the offer. It should explain what the conference is about, who the audience is and what you’re expecting of them.
Be clear and up front about the honorarium you’re offering. DON’T hide your speaker compensation. A speaker should never have to ask you what the payment terms are.
Here we offer a list of the essential sections of a good speaker honorarium package:
Basic info like dates, location, name etc.
The theme, topics or purpose of the event
The makeup of the audience and expected attendance
Details about the content expected of the speaker, including length
Speaker compensation including honorarium and any other perks
Building Good Relationships with your Conference Speakers
Now that you’re speakers have signed on, it's time to support them in giving the best talk possible. This includes setting a timeline for any preparation required ahead of the event. Schedule a check-in call a few weeks before, and a tech check/rehearsal before the event starts.
Provide support during the event as well. Remember, you want your conference speakers to have anything they need to deliver successful presentations and contribute to an enjoyable experience for all attendees.
Be a Good Host to your Conference Speakers
Once you have your amazing speakers lined up, don’t drop the bag! Preparing your speakers for a successful conference is your next major goal. After all, a happy speaker is more likely to give a great talk.
Make sure to give them a call to check in and see how they're doing. Ask them how they're feeling about the conference, and if they have any concerns. It's important to make sure your speakers are relaxed and comfortable. It'll go a long way towards making your conference successful.
Send speakers copies of the event agenda and any materials they need for their presentation. It's also a good idea to ask them if they need any special accommodations. This can include food allergies, dietary restrictions, or disabilities (seen or unseen). You want to be aware of anything that can affect their ability to take part in the conference fully if not addressed.
Thank You Gifts for Conference Speakers
Conference speakers are the soul of impactful events and thoughtful gifts show your appreciation for their hard work. Things like water bottles and tote bags have been done to death, they receive those all the time! To stand out, aim for useful items that are consistent with the speaker’s values. A donation to an organization that supports a cause the speaker is passionate about is a great surprise. The extra bit of research required is totally worth it.
For something more tactile at a lower price point, a personalized notebook or a high quality pen is another way to say thanks in a way that is immediately useful. Finally, another big hit is a gift card to a business or restaurant from the speaker’s home town. Just make sure you’re aware of any dietary restrictions they may have before purchasing.
Whatever you choose, make sure it’s something that will be useful to them and consistent with their values. It doesn’t matter how small or simple, thoughtful gifts will make your conference speakers feel appreciated and seen.
Useful gifts like this personalized notebook and zippered pouch are a great simple way to show appreciation for your speakers.
Supporting Speakers Beyond your Event
After the conference is said and done, you should still be promoting your speakers and their content for a long time to come, especially if you are hosting a conference on a yearly cycle.
If you haven’t already, follow your speakers on social media and share any of their new projects going forward. If you know of a way to be helpful, do it. That might look like making an introduction or something as simple as a quick hello. It goes a long way to building professional relationships and strengthening your network.
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