How to Choose The Right Guest Conference Speakers Guide

At Cavendish Venues we host hundreds of conferences every year in our City of London and West End conference venues, the vast majority feature guest speakers.
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Planning a successful business event hinges on many factors, but one of the most critical is selecting the right guest conference speakers. A captivating speaker can draw attendees, enhance your event's reputation, and leave a lasting impression. This guide provides a roadmap to navigate the process, from identifying potential speakers to maximising their impact on your audience.
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Why Guest Speakers Matter

Guest speakers inject value into your event by:

• Providing expert insights: They offer specialised knowledge and perspectives that may be unavailable elsewhere.
• Sharing valuable knowledge: Speakers deliver concentrated expertise, offering attendees key takeaways.
• Inspiring and motivating: A dynamic speaker can ignite enthusiasm and encourage action among attendees.
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Types of Speakers

• Moderators: These individuals facilitate discussions, ensuring smooth flow and audience engagement.
• Keynote  Speakers: The headliners who set the event's tone, often delivering inspiring and motivational messages.
• Panellists: Experts who participate in discussions or debates on specific topics.
• Workshop Leaders: Experts who lead interactive training sessions, guiding attendees through practical exercises.
• Closing Speakers: Deliver the final address, providing a memorable conclusion to the event.
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Finding the Perfect Speaker

1. Define  Your Needs: Clarify your event's objectives, target audience, and desired outcomes.
2. Research  Potential Speakers: Explore industry leaders, experts, authors, and academics who align with your theme. Utilise resources like speaker bureaus, professional associations (AMA, PMI), online platforms (LinkedIn, Speaker Hub, TED), and competitor events.
3. Evaluate Candidates: Review speaking videos, credentials, and audience reviews. Assess their speaking style, expertise, and audience engagement.
4. Reach Out: Contact potential speakers, highlighting the benefits of participating in your event, such as networking opportunities and exposure.
5. Finalise  Logistics: Confirm availability, negotiate fees, arrange travel, and prepare a clear agreement outlining expectations and payment terms.
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Factors to Consider

• Relevance: Ensure the speaker's expertise aligns with your event's theme and target audience.
• Expertise: Choose speakers with recognised knowledge and credibility in their field.
• Suitability: Consider the speaker's brand and ethos to ensure they resonate with your audience.
• Availability: Confirm the speaker's availability aligns with your event schedule.
• Budget: Determine speaker fees upfront to stay within your budget.
• Diversity: Aim for a diverse speaker lineup to offer varied perspectives and promote  inclusivity.
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Introducing Your Speaker

• Research  their background: Highlight their accomplishments and expertise.
• Establish credibility: Explain why the audience should listen to this speaker.
• Create  a hook: Start with an attention-grabbing anecdote, fact, or quote.
• Keep it concise: Aim for a 2–3-minute introduction.
• Welcome them warmly: Invite the speaker to the stage with enthusiasm.
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Thanking Your Speaker

• Express  gratitude: Thank the speaker for their contribution.
• Highlight  key takeaways: Mention specific points that resonated with you or the audience.
• Encourage  interaction: Invite attendees to connect with the speaker.
• Conclude with applause: Lead the audience in a round of applause.
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Guest Speaker Management Etiquette

• Clear communication: Keep speakers informed about updates and changes.
• Prompt responses: Address speaker inquiries promptly and professionally.
• Timely payment: Ensure invoices are processed efficiently.
• Respectful behaviour: Maintain a professional demeanour throughout your interactions.
• Comfortable accommodations: Arrange suitable lodging and transportation.
• Show appreciation: Express gratitude with a thank-you note, gift, or positive review.
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‍Maximising Speaker Impact

• Technology  familiarity: Ensure speakers are comfortable with any technology used  during their presentation.
• Encourage  audience engagement: Utilise event apps like Eventee to facilitate interaction and networking.
• Create  event buzz: Leverage social media and event app features to generate excitement.
• Interactive  sessions: Incorporate polls, Q&A sessions, and live feedback to enhance audience participation.
• Rehearse: Conduct pre-event rehearsals to ensure smooth transitions and confident delivery.
• Gather  feedback: Collect feedback from both attendees and speakers to improve future events.
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Leveraging Event Technology

Eventee, a user-friendly event app, can streamline speaker management and enhance audience engagement. Features include:
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• Speaker profiles: Provide detailed information about each speaker, including their bio, contact details, and social media links.
• Interactive tools: Facilitate audience interaction through live polls, Q&A, and feedback features.
• Networking opportunities: Enable attendees to connect with speakers and schedule meetings.
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If you are looking to book a conference meeting or exhibition in London there are lots of reasons to use Cavendish Venues:

• Conference Venues in the West End of London and the City
• Seating from 2 – 340 delegates
• No Venue more than a 5 min walk from a major underground station
• Market Leading Green Credentials

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Get in touch now on 0207 706 7700 or enquiries@cavendishvenues.com.

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