Hosting an event that would benefit from a keynote speaker? Not sure where to start? Before you dive into the search for motivational speakers or celebrity appearances, there are some basic things you should keep in mind. Put together by our experienced speaker booking agents, considering these five factors will help make your event a success.

1. Audience Demographics

Consider your audience when booking a keynote speaker

Your audience is the most important factor to consider when planning a speaker event. Are they a business group? Specialized niche? Do they want inspiration? Or do they want an in-depth analysis of current events? Knowing your audience takes your speaker search from the general to the specific.

There are thousands of great keynote speakers out there, but not all of them will be the perfect fit for your event. Make sure you are looking for speakers who will resonate with your audience. Consider motivational speakers that attendees will recognize, are relevant to the topic at hand, and have a solid stage presence. Make sure to watch videos of the speakers you are considering so you can get an idea of their speaking style.

2. Event Goals

Before contracting a speaker, make sure to set tangible goals for your event. Keeping in mind your company’s vision and the main objective you want to achieve, ask yourself what you want your audience to take away from this event. Are you hiring a speaker to motivate your audience, educate event attendees, discuss industry innovations, or to simply entertain the crowd?

Establishing the purpose of your event will serve as a guideline throughout the next steps of the planning process, such as determining your event theme, the format and schedule of your event, and ultimately securing your ideal speaker.

Event Planning Tip 2: Set tangible goals for your event
Coordinate with your team to set tangible goals & develop a strategy to make your event a success.

3. Theme of the Event

What is the key theme or idea you want your speaker to discuss? For instance, if you are focusing on innovation, consider a speaker who specializes in a specific cutting-edge idea within your industry. Banking companies might consider blockchain speakers, while medical companies might choose healthcare futurists.

Traditional keynote speeches run for roughly an hour – a significant amount of time. No matter how long your event is, the speech will probably be what the audience remembers best. Booking the right keynote speaker can help your company retain audience interaction and recognition after your event has concluded.

4. Event Budget

Having a good estimate of your event budget helps the speakers bureau make better recommendations for your event and saves time. How much do keynote speakers charge?Speaker fees range from $5,000 to well into the hundreds of thousands, and can often fluctuate. Speaking fees depend on a number of factors, such as speaker availability, the amount of travel required, and audience size, among others. This means getting an idea of the budget of your event overall, as well as how much of that budget you are willing to devote to hiring a speaker, is extremely useful when planning an event.

Budgeting for your keynote speaker
Make sure to budget for your entire event so you know how much you can afford to spend on booking a keynote speaker.

If you are working within a tight budget, don’t worry. Keynote speakers sometimes offer discounted fees for local events, or for nonprofits and charities. Talk to your booking agent about the specifics of your event and the type of speaker you would like to book. With this background information in mind, they will be able to offer customized recommendations for great keynote speakers within your desired fee range. We recommend letting your agent know who your ideal speaker would be if your budget was unlimited, so that they can identify other possible options within your desired range.

Set a Schedule for Your Event

5. Event Schedule

Are you looking for a keynote speech, moderated panel, meet and greet, or something else? Many motivational speakers are willing to participate in events outside of a traditional keynote speech. Others, however, are not, or will charge more than their base rate for extra time. Knowing your ideal schedule and how the speaker fits into that schedule is very important. It is also good to have room for flexibility, and know which parts of the schedule are “must haves” and which are “nice to haves.” This will give you a greater sense of ease when planning the event logistics.

Another way to relieve stress levels for event planners is by making sure your event venue has all the equipment necessary for your speaker. Some speakers will be good to go with a simple microphone, while others will want to present slides or videos. By confirming technology needs with both the speaker and the event space, you avoid unpleasant surprises on the day of the event and ensure the best outcome for your speaker’s presentation.


Ready to Book A Keynote Speaker?

We’re happy to help. If you have an idea of the speaker you would like to bring to your event, feel free to fill out a new booking request form. Not sure yet? Visit our site to browse our comprehensive speaker directory, or call us at 1(800)-698-2536 to get personalized recommendations from one of our experienced booking agents. We specialize in finding the right fit between the talent and the client.

Following your inquiry, an agent will reach out and learn more about your event, becoming familiar with your speaker needs. From initial recommendations to final logistics planning, working with our speakers bureau can streamline the booking process.