1 Define your speaker criteria

Before you start looking for potential speakers, you need to have a clear idea of what kind of speakers you want and need for your conference. Think about your conference theme, goals, and target audience, and define some criteria that will help you narrow down your search. For example, you might consider the speaker's expertise, experience, reputation, style, fees, availability, diversity, and alignment with your values and vision. Having a clear speaker criteria will help you focus your efforts and avoid wasting time on irrelevant or unsuitable candidates.

2 Search for speaker sources

Once you have your speaker criteria, you can start searching for speaker sources that match your requirements. Ask for recommendations from your network, colleagues, partners, sponsors, or previous speakers. You can also browse online platforms, directories, databases, or agencies that specialize in connecting speakers and organizers. Searching for relevant keywords, hashtags, topics, or events on social media, podcasts, blogs, or YouTube is another great way to find potential speakers. Attending or watching other conferences, webinars, workshops, or TEDx talks related to your theme or industry is also a great idea. Additionally, consider reaching out to authors, experts, influencers, or thought leaders who have published books, articles, or reports on your topic of interest.

3 Contact and evaluate speakers

Once you have a list of potential speakers, it's time to contact them and evaluate their suitability for your conference. You can use email, phone, or video call to introduce yourself, explain your conference theme and goals, and invite them to speak. Additionally, you should ask them some questions to assess their fit. These include their speaking fee, availability and flexibility for your conference date and time, preferred format and duration for their presentation, main message and key takeaways, how they engage with the audience, how they handle feedback or questions, and whether they can provide references or testimonials. Based on the answers provided, you can compare and rank the speakers according to your speaker criteria and budget.

4 Confirm and contract speakers

After choosing your speakers for the conference, it's essential to confirm and contract them. Send a confirmation email or letter that outlines all the details and expectations of their participation. This should include the conference name, date, time, location, format, speaker's name, title, bio, photo, and contact information. Additionally, you should include the presentation title, description, objectives, and outcomes. Furthermore, specify the presentation format, duration, equipment, speaker fee, payment terms, invoicing details, travel arrangements, accommodation and catering arrangements. Lastly, provide information on the cancellation policy as well as the rescheduling and substitution policies. You should also ask them to sign a speaker agreement or contract that legally binds them to the terms and conditions of your conference.

5 Support and communicate with speakers

Prior to the conference, it is important to provide support and communication to your speakers to ensure they are ready and comfortable for their presentation. This includes giving them a speaker guide or handbook that outlines the conference agenda, logistics, rules, and expectations. Additionally, assign a speaker liaison or coordinator to be their main point of contact and assistance. Furthermore, complete a speaker survey or questionnaire to collect their feedback, preferences, and needs as well as a speaker evaluation or review to measure their performance and satisfaction. Lastly, remember to check in with them regularly, answer their questions, address their concerns, and remind them of the deadlines and deliverables.

6 Lead and thank speakers

Leading and thanking conference speakers is essential for delivering a great presentation and making them feel appreciated. Introduce them to the audience, moderators, and other speakers, provide a comfortable and equipped speaker room or area, give them clear cues and signals for their presentation start and end, monitor and troubleshoot any technical or logistical issues that may arise, collect and share audience feedback with them, acknowledge and praise their contribution and expertise, present them with a gift or token of gratitude, and follow up with them after the conference. Although finding and leading conference speakers can be challenging, it can also be rewarding and enjoyable if you follow these tips. Doing so will create a memorable and impactful conference that benefits your audience, your speakers, and your organization.

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?