Your speaker is booked, confirmed, and your event date is fast approaching! Now is the perfect time to schedule the crucial speaker pre-event call with your management team. This call is essential to ensure that everyone is aligned and the speaker can deliver a message that truly resonates with your audience.

Set aside 30 to 45 minutes for this conversation, and come prepared with detailed insights about your event—such as the theme, audience demographics (including male-female ratios, age ranges, geographic distribution, and whether spouses will be attending), and most importantly, the outcomes you hope to achieve. Essentially, this call should help the speaker understand what matters most to your management team and attendees, allowing them to craft a message that is both relevant and impactful.

Speakers always appreciate receiving relevant information ahead of the call. While it’s important not to overwhelm them with unnecessary data, be sure to share insights that will help them grasp the nuances of your audience and organization. An updated event agenda is also valuable, giving the speaker a clear picture of what’s happening before and after their session. When planning the call, consider limiting the participants to no more than three key stakeholders. While a larger committee may have selected the speaker, only a few need to be involved in the briefing. The speaker’s bureau representative and/or manager or agent will also typically join the call.

TIP: Make sure to give the speaker the opportunity to ask questions. In some cases, speakers struggle to get a word in during these calls! This is a golden opportunity to significantly enhance the speaker’s ability to connect with your audience. Allow them to dive deeper into any areas that need clarification or offer suggestions to improve the session. You’ve hired an expert—so make sure you’re using them to their full potential!

Here’s a list of some commonly discussed questions on a Pre-Event Conversation Call….

• Who will be attending this event?  Describe the audience, how many will be attending?  Percentage of Male/Female?
• What will take place before and after the presentation? (Please attach agenda if possible)
• Does your event have a theme?
• Social Media, hashtags, engagement ?
• What do you want participants to bring away from our speaker’s presentation?
• What are three main things you think our speaker should know about your group?
• How does your group envision keeping the message alive following this event?
• Are there any sensitive issues that should be avoided, or addressed?
• Do you have any special requests or suggestions to help us make this your best-ever event?
• Preferred dress for speaker?
• How will the room be set up?
• When will the room be available for set-up and sound check?
• Is there simultaneous translation occurring during the presentation?
• What are our speaker’s start and finish times for your event?
• Can you tell us the name and title of the person who will introduce our speaker?

By covering these topics, you’ll ensure a smooth and successful event that leaves a lasting impression on your audience.

Enjoyed this post? Here’s more tips and ideas to help you with the planning and execution of your next event:

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The Event Planner’s Guide To Avoiding Speaker Cancellations

Hire A Professional MC To Elevate Your Next Event – 4 Insider Tips