• Connecting Speakers with Audiences™

12 Essential Questions Speakers Should Ask Event Planners

12 Essential Questions Speakers Should Ask Event Planners 318 228 I Need A Speaker

By Tricia Richards-Service

Are you gearing up to take the stage at an upcoming event? Whether you’re a seasoned speaker or new to the scene, thorough preparation is key to delivering a successful presentation. Central to this preparation is engaging with the event planner to gather vital details. Here’s a list of 12 essential questions every speaker should ask event planners:

  1. What are the event theme and presentation objectives? Understanding the core theme and objectives of the event enables you to tailor your content to resonate effectively with the audience and contribute meaningfully to the overarching goals.
  2. Who is the target audience, and what can you tell me about it? Insight into the demographic and psychographic profile of the audience (as needed) allows you to customize your message and delivery style to ensure maximum engagement and relevance.
  3. What is the expected duration of my presentation? Clarifying the allotted time for your presentation helps you structure your content appropriately, ensuring that you cover key points without exceeding time constraints.
  4. Who are the other speakers? Knowing the lineup of speakers enables you to complement their presentations seamlessly and avoid duplication of topics, fostering a cohesive event experience.
  5. What audiovisual equipment and support will be provided? Understanding the available AV equipment allows you to prepare and integrate visual aids effectively, ensuring a smooth and impactful presentation. Find out if a tech team member will be on hand to troubleshoot if necessary.
  6. Is there a preferred format for presentations (e.g., PowerPoint, Keynote, Prezi)? Aligning your presentation format with the event’s preferences streamlines technical aspects and ensures compatibility with venue equipment.
  7. Are there specific topics or themes you’d like me to address? Incorporating suggested topics or themes demonstrates responsiveness to the event’s needs, enhancing the relevance and impact of your presentation.
  8. Will there be a Q&A session? Knowing whether a Q&A session is planned enables you to allocate time for audience interaction and prepare responses to potential inquiries.
  9. What should I expect in terms of compensation, travel and accommodation? Clarifying speaker fees, travel and accommodation arrangements ensures a smooth experience, minimizing challenges and allowing you to focus on your presentation. When you negotiate your booking, make note of special requests or needs, such as vegetarian meals, disability accommodations, and so on.
  10. What is the protocol for rehearsals or tech checks? Understanding rehearsal and sound check procedures helps you familiarize yourself with the venue and equipment, ensuring a polished performance on the day of the event.
  11. May I sell books, courses, or other merchandise? Requesting permission to sell merchandise such as books or courses allows you to capitalize on opportunities to engage with attendees beyond your presentation and generate additional revenue. Only plan to sell from the stage when you have written permission to do so.
  12. Should I plan for media interviews? When a topic is of popular interest or a speaker is especially well known, event planners will sometimes ask speakers to conduct media interviews, either before or after the presentation. Be sure you know the expectations, and prepare accordingly.

By posing these critical questions to event planners, you can establish clear expectations, tailor your presentation effectively, and ensure a seamless experience for both yourself and the organizers. Effective communication and collaboration with event planners lay the groundwork for a memorable and impactful presentation that resonates with the audience and achieves the event’s objectives.

 

Photo credit: Image by Canva

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