Finding the right conference speaker is one of the most important elements in a successful event. It can be a daunting task, with speakers covering many topics, and demanding different fees. I hope the following tips will help make your next meeting or conference a great success.

Do they need to understand a new technology or technical information? Be motivated to change an organisation or sell more products or services. Perhaps it’s an after dinner entertainment with a message.

High prices don’t always deliver a quality presentation. A well known person or celebrity does not guarantee a professional presentation. Your success may lay with an expert in the field, a sports personality, a best selling author, or a professional speaker who knows their subject.

An early start to find your speaker is important. Many conference and after dinner speakers are booked up 12 months in advance. Your budget will narrow or broaden your search. What time slot is required to be filled by your speaker? They can often help you in this area, and with order of topics, bringing a light and shade experience to your audience.

Ask colleagues to pass on the name of a conference speaker they have seen in action on stage. Speakers' bureaus can find and supply lists of speakers who will fit your specification needs, and make all the necessary arrangements including quoting fees. The international federation for professional speakers should be on your shopping list to be contacted.

Contact details of speakers' bureaus:

5. A professional after dinner or conference speaker will want to Know the Needs and Wants of Your Audience and What Outcome You Require.

They can be a real partner. Ask for their showcase reel or try and see them in action, when next they are in your part of the country. Ask for references from both clients and past delegates. You will require biography, testimonials and the assurance that they will tailor their presentation to your particular group.

By hiring professional conference or after dinner speakers you now have a highly motivated partner. They know your organisation’s reputation is on line, but their experience with many audiences can add to your peace of mind and to the success of the event. A letter of agreement or contract between both of you, clearly outlining expectations for both parties.

Consider:

1. Fees payment terms and cancellation charge policies.
2. Accommodation, meals and travel arrangements.
3. Audio/Visual Requirements (and if supported by a professional company.
4. If the speaker may sell books, tapes etc. at back of room. How will this be handled?
5. Will local press be in attendance. Agreement for any audio or videoing of presentation.

The speaker needs to understand your group, company or organisation. Pass on as much information as possible so that they can produce the right presentation. What outcomes you expect, what is the expected size and mix of the audience. Let the speaker know who the other speakers on the programme are and their subjects. This helps to build on and not duplicate what others have presented before.

Consider the room and chairs layout for maximum impact. Correct lighting and room temperature must be considered. Is there a clock so everybody can stay on schedule? Start on time - don’t worry if your schedule goes off track, most professionals can make up or slow things down if required. Make sure the person introducing the speaker has a good introduction prepared by the speaker themselves. It should be short, sharp and energising, creating a positive expectation from the audience.

Every professional speaker needs feedback on their performance if they are to continuously improve their presentation. You, as the organiser, will need to know the results to help you plan future programmes. The speaker can often help in getting the audience to complete your evaluation forms.