What are the best practices for inviting a guest speaker to your event?

1 Research your speaker

Before you send an invitation, you should research your potential speaker and make sure they are a good fit for your event. Consider their expertise, experience, reputation, availability, fees, and preferences. You can look at their website, social media, publications, videos, or testimonials to get a sense of their style and content. You should also check if they have any conflicts of interest, ethical issues, or special requirements that might affect your decision.

3 Follow up and confirm

After you send your invitation, you should follow up with your speaker and confirm their acceptance. You should thank them for their interest, restate the main points of your invitation, and ask them to reply by a specific deadline. You should also provide any additional information or documents they might need, such as a contract, a speaker bio, a presentation outline, or a media kit. You should also clarify any expectations or guidelines you have for your speaker, such as the duration, format, style, tone, or content of their speech.

4 Prepare and support your speaker

Before your event, you should prepare and support your speaker to ensure a smooth and positive experience. You should communicate regularly with your speaker and update them on any changes or developments. You should also confirm their travel, accommodation, and technical arrangements and provide them with any assistance or resources they might need. You should also introduce your speaker to your event team, moderators, hosts, or other speakers and facilitate their interaction and collaboration.

5 Introduce and thank your speaker

During your event, you should introduce and thank your speaker in a professional and courteous manner. You should prepare a brief and engaging introduction that highlights your speaker's credentials, achievements, and relevance to your event. You should also acknowledge their contribution, express your appreciation, and invite your audience to applaud and interact with your speaker. You should also provide your speaker with a token of gratitude, such as a gift, a certificate, or a testimonial.

6 Follow up and evaluate

After your event, you should follow up and evaluate your speaker's performance and feedback. You should send a thank-you note or email to your speaker and reiterate your gratitude and satisfaction. You should also ask for their feedback and suggestions on how to improve your event or collaboration. You should also share any results or outcomes of your event, such as attendance, engagement, impact, or media coverage. You should also maintain a good relationship with your speaker and keep them informed of any future opportunities or events.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?