How can you select and schedule engaging speakers and workshops for a conference?

When selecting speakers and workshops for a conference, it's crucial to define clear goals and themes. Start by using AI tools like EventsGPT Copilot and Project SPARK to research relevant topics. Once you have a theme in mind, look on LinkedIn for experts, even if they're not widely known. Consider your target audience's needs and learning outcomes. This ensures that your conference aligns perfectly with your vision and delivers value.

Selecting speakers that the audience can relate to and who can bring the latest information, engaging, informative without being dry and can relate his/her information to the audience.

To curate an impactful conference program, start by clearly defining overarching themes and specific goals. Identify key industry trends and challenges to tailor the content. Reach out to speakers who align with these themes, ensuring diverse perspectives. Create a balanced schedule, incorporating interactive workshops and dynamic speakers to engage attendees. Regularly assess audience feedback and adapt future events accordingly for continuous improvement.

An essential first step in ensuring the success of a conference is defining its objectives and theme. It helps in creating a meaningful experience for guests as well as offering organizers clarity. By knowing the target audience and what they specifically need, the content will be more relevant to them, increasing the value of the event.

Strategically define your conference’s goals and theme by collaborating with AI. Utilize ChatGPT to analyze past event feedback and current trends. Prompt example: ‘From these data sets, identify themes that align with our target audience and conference objectives.’ This method ensures your theme is data-driven, relevant, and resonates with attendees, setting a solid foundation for a cohesive and engaging event.

My favorite way to find speakers for events is to already have a list of speakers I am interested in/that fit my needs in my back pocket! I keep a running list of speakers I've seen at other events, heard on podcasts, read articles about, etc. So when the time comes, I already have an idea of who I am interested in and can spend my time working with them on session ideas versus having to start from square one and researching.

Selecting engaging speakers and workshop facilitators for a conference involves thorough research and a strategic approach. Reviewing potential speakers' portfolios, past keynotes, and understanding their expertise is crucial. Asking the right questions, aligning their contributions with event objectives, budget considerations, and the intended audience ensures a seamless integration that adds significant value to the overall conference experience.

It is always a good idea to have more than one option for speaker for whatever theme you have, in case of any last minute changes. Prepare for the unexpected. You may even rank them in terms of priority and possible availability

Think outside of the box. Think how your themes and goals apply to other industries that arent necessarily the one you're catering for. Bringing in new perspectives and fresh takes make the conference more unique, memorable and its an open invitation to reflect on how important it is to network in diverse industries.

Remember diversity and inclusion and that you’ll get a far broader and potentially more interesting ?? event if you don’t just produce YET ANOTHER #manel (an all male panel or worse all white AND all male panel). I was advised by Abigail Dombey to try the #SwitchList - a directory of spokeswomen from the energy sector to help industry engage better with diverse speakers for events. There are also 4 past cohorts of InnovateUK funded ‘Women in Innovation’ winners who could provide interesting views on many areas of innovation. There is simply no excuse for not considering diversity in your conference line up any more!

All the speaker to provide clips if you’ve never seen them present before. Are they static, reading off a script or do they actively engage the audience with their material? Culture fit matters, too. Seek out presenters that have an authentic connection to your attendees.

Ask yourself, how much value does a speaker give you? When they pay me to travel overseas, I usually add as much value as possible. I will do a keynote and throw in a free 1 or 2-hour workshop. Because I have written 3 books, we can give a copy of my book to each attendee as part of the speaking fee. That adds a lot of perceived value to your event. Also, talk to the speaker and be clear about what you want from them. How would you like the audience to think, feel, talk and do after the speech? With every event I work with, there is some customisation. I have to make my talk relevant and contextual and I can only do so to the best of my ability with your guidance.

When evaluating and selecting the best speakers and workshops you should assess how much they will contribute to your conference and how well it aligns with your conference goals. It might be useful to see if they have previous videos of their work to get an idea of how they will resonate with your workshop. Another important factor to consider is funding, you want to make sure you can adequately pay people for the time they are investing in your conference.

Evaluating and selecting speakers and workshops involves multiple factors. Assess their expertise, experience, reputation, style, and feedback. Ensure they align with your conference goals and theme and contribute to a diverse lineup. Video content is crucial – watch their presentations online to gauge their delivery. Combining these aspects helps you pick the best ones who engage and inspire your audience, both in-person and online.

En effet, choisir les intervenants sur le critère de l'expérience, du niveau de compétence et savoir-faire est important mais permettre à des structures plus modestes mais concernées pleinement par la journée d'intervenir, d'exprimer leur problématique, leurs besoins, leurs attentes mais aussi leurs expériences réussies ou en cours, permet de garantir un réel partage des savoirs, savoir-faire entre professionnels aguerris et amateurs passionnés dans le cas des associations qui animent leur territoire.

Scheduling speakers and workshops strategically is a must. I consider session length, format, and audience, along with speaker availability and preferences. No overlapping sessions for a smooth flow. I believe talks under 30 minutes with interactivity keep our audience engaged. Let's captivate them!

How much time is enough? How much is too much? These are the questions you need to clarify with your team so the audience is not overwhelmed but not left wanting. Try having major speakers early to get people to arrive early.

It is crucial to find the right format. If there is a possibility of overlap, I find it useful to put the speakers or panelists in touch so they can ensure they cover the topic from different angles.

Be mindful of the key times during the day. Start with an engaging opening speaker to bring energy and set the pace and tone for the day. Schedule comfort breaks and opportunities for networking and discussion throughout the day. Keep delegates fed and watered (and therefore happier). Think about the graveyard shift - the session straight after lunch. It can be as significant as the opening session as delegates may need some help getting going again. Allow enough time for each session to meet its objectives, is there enough time for Q&A, break out discussions or audience activities? The keynote, headline speaker should reflect your values, your event theme and objectives and hopefully inspire, as well as inform your delegates.

Use open meeting technique. Ask attendees what speakers they are wanting to hear. Then schedule creating the greatest opportunity for people to hear who excites them. You can poll a few, if you want to get a feel for the flow.

Plan ahead and get on the same page! It's crucial all participants understand the goal for the workshop and are in alignment on the flow to get there. Meet with all parties and hear how they would like to contribute to accomplish the mutual goal.

Follow up, follow up, follow up. Speakers need to be encouraged and supported so they know they are wanted. It takes energy to give a presentation at an event and they want to know that they are expending it wisely.

Keep in touch. Ensure they have all the information they need and provide them with updates. It is also a good idea to discuss a plan B in case they have to cancel at the last minute.

Thinking creatively and anticipating unique contributions is essential. Initiate clear communication w/detailed invitations outlining expectations & highlighting distinctive benefits. Establish a straightforward confirmation process to secure commitment & maintain open channels for proactive support. This approach goes beyond the conventional, building a solid rapport with speakers & ensuring their preparedness and enthusiasm. Encouraging & supporting speakers is vital, involving ongoing communication, logistical confirmation, and creating a motivating environment. Offering resources & guidance and expressing enthusiasm for their contributions contributes to a more engaging conference experience, enhancing speaker confidence and readiness.

Make sure your MC is strong enough to enforce time limits with speakers. I have been at conferences where the MC is flip-floppy, and they are always behind schedule. They need to talk to the speakers about time and SHOW them how time limits will be communicated. The fact that you have a timer in front of someone does not mean they will respect it. Be clear, have boundaries and communicate those boundaries.

Embrace the unexpected. In event planning, surprises happen. Stay agile, adapt with grace, and turn challenges into opportunities. Just like in bodybuilding, it's about strength in flexibility. Let's keep the excitement alive!

Understand your audience's interests to select relevant speakers and topics. Choose a diverse mix of expert speakers with unique insights. Use a call for proposals to attract a wide range of speakers and topics. Vet potential speakers for expertise and past audience engagement. Select workshops that are interactive and offer practical skills. Schedule sessions to avoid topic overlap and maximize variety. Optimize session timing, considering attendee energy levels. Incorporate various session formats, including panels and Q&As, for dynamic engagement. Ensure accessibility and inclusivity in session planning. Utilize feedback from past events to refine speaker selection and scheduling.

As an event planner, you have to control your time. Speakers at conferences often share their perspectives with enthusiasm. How to remind speakers of time and make the event run smoothly is the most important thing to me.

Additionally, consider incorporating audience interaction opportunities for increased engagement. Plan for post-conference follow-up to gather feedback and nurture relationships. Stay adaptable to unforeseen circumstances, and stay informed about industry trends for innovative content. Create intentional networking opportunities and prioritize inclusivity for all attendees. Establish a feedback mechanism and implement a robust promotion and marketing strategy. Lastly, explore ways to facilitate continued learning beyond the conference, enhancing the overall impact and value for participants.