What are the best ways to determine an event speaker's availability and scheduling constraints?

2 Use a speaker request form

Once you have a shortlist of speakers, you need to find out if they are interested and available for your event. The best way to do this is to use a speaker request form, which is a document that outlines the details and expectations of your event, and asks the speaker to provide their availability and scheduling constraints. A speaker request form should include information such as the event name, date, time, location, format, theme, audience, objectives, budget, and compensation. It should also ask the speaker to indicate their preferred mode of delivery (in-person, online, hybrid), their availability (specific dates and times, or a range of options), their scheduling constraints (such as travel restrictions, prior commitments, or special needs), and their contact details.

3 Follow up promptly and politely

After you send the speaker request form to your shortlisted speakers, you need to follow up promptly and politely to confirm their availability and scheduling constraints. You can use email, phone, or video calls to communicate with the speakers, depending on their preference and convenience. The key is to be respectful, professional, and courteous, and to avoid being pushy or demanding. You should also be prepared to negotiate and compromise on some aspects of the event, such as the date, time, duration, or compensation, if the speaker has some flexibility and interest. However, you should also be clear about your own limitations and boundaries, and be ready to move on if the speaker is not a good fit or not available for your event.

4 Use a calendar tool

One of the easiest and most effective ways to determine an event speaker's availability and scheduling constraints is to use a calendar tool, such as Google Calendar, Calendly, or Doodle. A calendar tool allows you to share your own availability and preferences with the speaker, and to see their availability and preferences in return. You can then compare and contrast the different options, and choose the one that works best for both parties. A calendar tool also helps you to avoid double-booking, scheduling conflicts, or misunderstandings, as it automatically updates and syncs with your and the speaker's calendars.

5 Confirm and finalize the details

Once you have agreed on a date and time with the speaker, you need to confirm and finalize the details of the event, and get them in writing. You can use a speaker agreement or contract, which is a formal document that specifies the terms and conditions of the event, and the roles and responsibilities of both parties. A speaker agreement or contract should include information such as the speaker's name, title, bio, photo, contact details, availability, scheduling constraints, mode of delivery, presentation topic, format, length, objectives, audience, compensation, expenses, cancellation policy, and copyright. You should also include any special requests or requirements that the speaker or the event may have, such as equipment, materials, or accessibility.

6 Stay in touch and provide support

The last step to determine an event speaker's availability and scheduling constraints is to stay in touch and provide support until the event day. You should maintain regular communication with the speaker, and update them on any changes or developments that may affect the event. You should also provide them with any information or resources that they may need to prepare and deliver their presentation, such as the event agenda, the audience profile, the technical specifications, or the feedback form. You should also check in with the speaker before the event, and confirm their arrival time, location, and contact person. During the event, you should introduce the speaker to the audience, and facilitate the Q&A session. After the event, you should thank the speaker for their participation, and ask for their feedback and suggestions.