How to Create a Checklist for Securing Event Speakers and Performers

Securing the right speakers and performers for an event is a critical task that can significantly impact the event's success. Whether you are organizing a corporate seminar, a conference, a charity event, or a music festival, choosing the right talent and ensuring they are well-prepared is crucial for creating a memorable and engaging experience for your audience.

This actionable guide will walk you through the essential steps for creating a comprehensive checklist to help you secure the best speakers and performers, ensuring they are properly managed and ready for your event.

Define Your Event's Needs and Objectives

Before you begin reaching out to potential speakers and performers, it's essential to clarify the purpose of your event and determine the type of talent you need. The speakers and performers should align with the event's theme, audience, and goals.

Key Considerations:

• Event Theme and Focus: What is the central theme or focus of your event? A technology conference will require experts in the tech industry, while a charity event may benefit from motivational speakers or performers who can inspire.
• Target Audience: Who is attending your event? Are they industry professionals, students, or general consumers? The speaker or performer should be engaging and relatable to this audience.
• Event Goals: What do you want to achieve with your event? Are you aiming to educate, entertain, or motivate the audience? Ensure the talent you choose can contribute meaningfully to achieving these goals.

By defining the needs and objectives of your event early on, you can create a targeted list of potential speakers and performers who align with your event's purpose.

Research Potential Speakers and Performers

With your event's needs in mind, it's time to start identifying potential candidates. This step involves researching speakers, performers, and entertainment agencies to find individuals who have the expertise, credibility, and stage presence needed for your event.

Key Research Steps:

• Look for Relevant Expertise: Consider experts or thought leaders in your industry or field. For a business conference, look for successful entrepreneurs or established industry professionals. For a performance-based event, research musicians, comedians, or performers who fit the event's theme.
• Check Credentials and Experience: Review the resumes or biographies of potential speakers and performers. Do they have a proven track record in their field? Have they spoken at similar events or performed for comparable audiences?
• Watch Past Performances: To gauge whether a speaker or performer will resonate with your audience, watch recordings of their previous talks or performances. This will give you a sense of their speaking style, delivery, and ability to engage the audience.
• Read Reviews and Testimonials: Look for reviews or testimonials from other event organizers who have worked with the talent. This can give you insight into their professionalism, reliability, and the impact of their performance or presentation.

Tools for Research:

• Event directories and speaker bureaus
• LinkedIn and professional networking platforms
• YouTube for video recordings of past talks or performances
• Social media profiles to understand their public persona

Reach Out and Make Initial Contact

Once you've identified potential speakers and performers, the next step is reaching out to them or their representatives. It's important to be clear and professional in your communication to ensure a successful first impression.

Steps for Reaching Out:

• Personalized Email: Craft a personalized and compelling email that outlines the event's details (date, location, theme, and audience) and explains why you believe they would be a great fit. Highlight any unique features of your event that may appeal to the speaker or performer.
• Follow-Up Calls: If you don't receive a response within a week, follow up with a polite phone call or email. Be respectful of their time but emphasize the importance of securing their participation.
• Provide Clear Details: Include all the necessary information about the event (date, location, time, audience size, technical requirements, and compensation) in your initial communication to avoid confusion.

Sample Email Template:

Dear [Speaker/Performer Name],

I hope this message finds you well. I am reaching out on behalf of [Organization Name], and we are hosting an exciting event, [Event Name], on [Event Date] at [Event Location]. We are looking for speakers/performers with expertise in [specific topic or genre] and believe your work in [specific area] would be a perfect fit for our audience.

The event will host [audience description] and will focus on [theme or objective]. We would love to have you as a key speaker/performer at this event, and we are happy to discuss details regarding your availability, compensation, and any other specific requirements.

Please let us know if you are interested in collaborating with us for this event. I would be happy to discuss further and provide additional information. Thank you for your time and consideration.

Best regards,  
[Your Name]  
[Your Title]  
[Your Contact Information]  

Negotiate Terms and Confirm Availability

Once a speaker or performer expresses interest in participating in your event, it's time to negotiate terms and confirm their availability. This step ensures both parties are aligned on expectations and logistics.

Key Negotiation Points:

• Compensation: Discuss the speaker's or performer's fees, travel expenses, accommodations, and any other financial considerations. Be clear about your budget and make sure there is agreement on the compensation before moving forward.
• Travel and Accommodations: If the speaker or performer needs to travel to your event, make arrangements for transportation, lodging, and meals. Ensure that these details are clearly defined in your agreement.
• Schedule and Timing: Confirm the date, time, and duration of the speaker's presentation or performer's set. Ensure that their availability matches your event's schedule.
• Technical and Logistical Requirements: Confirm any special equipment or technical requirements for the speaker or performer (e.g., microphones, presentation equipment, stage setup). Make sure you have the necessary resources to meet these needs.
• Contracts and Agreements: Once all terms are negotiated, draft a formal agreement that outlines the details of the engagement. This contract should cover all logistical, financial, and performance-related aspects to ensure both parties are on the same page.

Communicate Event Details and Prepare the Talent

Once everything is confirmed, it's important to keep communication open and ensure the speaker or performer is fully prepared for the event.

Steps for Preparing Talent:

• Provide Event Information: Send detailed information about the event, including the agenda, audience demographics, event objectives, and any other relevant information. This will help the speaker or performer tailor their presentation or performance to the audience.
• Discuss Technical Details: Ensure the talent is aware of the event's technical setup and any specific needs (e.g., microphones, projectors, or stage configurations).
• Coordinate with Other Participants: If there are multiple speakers or performers, coordinate to ensure that the schedule flows smoothly and that there are no overlapping time slots.
• Offer Support and Resources: Provide any support or resources the talent might need before the event, such as media kits, promotional materials, or specific event guidelines.

Finalize Contracts and Make Deposits

To secure the speaker or performer, ensure that all contracts are signed and any required deposits are paid.

Steps for Finalizing:

• Sign the Contract: Ensure both parties sign a legally binding contract that covers all aspects of the engagement, including performance expectations, compensation, and logistics.
• Pay Deposits: Many speakers and performers require a deposit upfront. Ensure the deposit is paid according to the terms of the contract to secure their participation.

Manage the Event Day Logistics

On the event day, ensure that everything runs smoothly by managing the logistics for the speaker or performer.

Key Event Day Steps:

• Check-in and Briefing: Meet the talent upon arrival and provide a briefing on the event schedule, venue, and any last-minute updates. Ensure they know where to go, when to speak or perform, and who to contact for assistance.
• Technical Setup: Confirm that all technical equipment is in place and functioning. Conduct a sound check, test microphones, projectors, or other equipment to avoid technical issues during the event.
• Provide Support: Ensure the speaker or performer has everything they need, such as a dressing room, refreshments, and any additional materials required for their performance or presentation.

Follow Up and Thank You

After the event, it's important to follow up with the speaker or performer to thank them for their participation and gather feedback.

Key Follow-Up Steps:

• Thank You Note: Send a thank-you note or email expressing your gratitude for their contribution to the event.
• Request Feedback: Ask for feedback on the event and their experience, which can help you improve your future events.
• Maintain a Relationship: If the event was successful, keep the relationship going for future opportunities. A positive connection can lead to long-term collaboration.

Conclusion

Creating a checklist for securing event speakers and performers is an essential step for ensuring the success of your event. By thoroughly defining your event's needs, researching talent, communicating effectively, and managing logistics, you can secure the right individuals who will engage, inspire, and entertain your audience.

With careful planning and attention to detail, you'll be able to build strong partnerships with speakers and performers that contribute to the success of your events for years to come.

View Product