If the speaker you have booked has agreed to customize his presentation for your organization and event, there are a few things you should ensure he knows. The more information you can provide the speaker about your event and your audience, the more relevant and inspiring his presentation will be.
Speakers who customize their presentations often have a questionnaire they ask you, the event planner, to fill out concerning your event. But if your speaker doesn’t offer you a questionnaire, we’ve put together a handy checklist of what you should be prepared to share with him to best prepare him for your event.
Be sure to inform your speaker about:
• The objective of your event (and of your organization). Every event has its own unique goals and purposes. Let your speaker know your event’s mandate and its purpose, so he can help you achieve your objectives. And if your organization has a mission statement or philosophy, share that too.
• The theme of your event. If your event has an overarching theme, it’s important that your speaker know so he can ensure his presentation addresses it.
• Other speakers. If there will be more than one speaker at your event, be sure to let each of your speakers know who they are and what they will be speaking about. This allows your speakers to ensure they are not covering the same topics or duplicating any one else’s message. In particular, your speakers will probably want to know who will be speaking directly before and after them.
• Your audience. Ensure your speaker knows whom your audience is made up of and how many people will be in attendance. Are they industry professionals? Are they students? Are they mostly men or mostly women or half and half? What is their average age range? What sorts of challenges do they face on a daily basis?
Also let your speaker know if there will be any celebrities, VIPs or other special attendees participating in your event.
• The intended takeaway. If you would like the audience to leave the presentation with a specific feeling or impression – of motivation or of courage, for example – or if you require them to leave with specific knowledge, tell your speaker what it is.
• Insider knowledge. You should provide your speaker with any insider knowledge that may help him customize his presentation. For instance, you may want to send your speaker a copy of your organization’s newsletter or publicity materials, so he is up to date with the news and activities of your industry. Also provide him with a list of the key players, staff or leaders of your organization or event. And if there is any terminology or jargon specific to your industry, it may be helpful for your speaker to learn it so he can incorporate it into his talk.
Additionally, make sure your speaker is aware of any significant events – or sensitive issues – that have recently occurred within your organization or company, such as mergers, layoffs or relocations.
Follow this checklist and your speaker will be well on his way to creating a relevant, customized presentation for your event. By educating your speaker about your event and its intended outcomes, you help ensure that he crafts the most compelling and appropriate presentation possible for your audience. Till next time!
