Event managers wear many hats, but few are as crucial as fostering a positive relationship with speakers – their expertise and engagement are what draw attendees. Here are some of our top tips on how to effectively liaise with speakers before, during, and after your conference to ensure a smooth and successful event…

Before the Event:

• Clear Communication is Key: From the initial invitation, ensure clear and consistent communication. Outline the topic, target audience, expected format, and any specific requirements you have (e.g., slides, handouts).
• Be Flexible and Accommodating: Work with speakers’ schedules and needs. Offer suggestions for travel and accommodation, and be flexible within reason regarding presentation length or technical requirements.
• Building Excitement: Share promotional materials and social media posts featuring the speaker to help them build anticipation for their talk. Consider offering a platform for them to connect with attendees beforehand.

During the Event:

• A Warm Welcome: Go the extra mile. Greet the speaker upon arrival, answer any last-minute questions, and ensure they are familiar with the stage, equipment, and presentation format.
• Backstage Support: Assign a dedicated point person to assist the speaker with any needs throughout the event, from technical glitches to microphone adjustments.
• Show Appreciation: Publicly acknowledge the speaker’s contribution during introductions and throughout the event.

After the Event:

• Follow Up Promptly: Send a thank-you email within 24 hours, expressing your appreciation for their participation.
• Gather Feedback: Request feedback on the event and their experience. Positive testimonials can be valuable for future marketing efforts.
• Stay Connected: Maintain a connection with the speaker. Invite them back for future events, or simply keep them informed of relevant developments in your field.

Bonus Tips:

• Address Concerns Proactively: Anticipate potential issues speakers might face and have solutions ready. This could include anything from dietary restrictions to technical hiccups.
• Embrace Technology: Utilising online portals or platforms can provide speakers with easy access to event details, presentation schedules, and logistical information.
• Personalize the Experience: Get to know your speakers beyond their presentation topic. A little personalization goes a long way in building rapport.

By following these tips, event managers can build strong relationships with speakers, fostering not just a successful event, but also the potential for future collaborations and a thriving network of industry experts. Remember, happy speakers make for a happy audience, and that’s the key recipe for an unforgettable event.

Are you looking for speaker solutions for your events? The Event Organisers Summit can help!

Photo by Terren Hurst on Unsplash