Many large events, especially in the corporate sector, include keynote speakers. But if you’re new to planning large events, you might be wondering, what is a keynote speaker? What is their role, and why are they important? And how in the world am I supposed to find one?
Not to worry, this blog will answer all of those questions and go over everything you’ll need to find and successfully host a keynote speaker!
- What is a keynote speaker?
- What is a role of a keynote speaker at an event?
- How to find a keynote speaker
- What will you need to successfully host a keynote speaker?
What is a Keynote Speaker?
What is the role of a Keynote Speaker at an event?
A keynote speaker plays a big part in any event. They are the main speakers who start off the event or wrap it up, and they have a special job: to grab everyone’s attention and make the event memorable.
Key Roles of a Keynote Speaker:
- Setting the Tone: A keynote speaker sets the mood for the event. Whether it’s inspiring, motivating, or informative, they lay the groundwork for what everyone can expect.
- Highlighting the Main Themes: They bring out the big ideas of the event and show how all the different parts fit together. This helps make the event feel more connected and meaningful.
- Engaging the Audience: Keynote speakers are great at getting people interested and involved. They use stories, facts, and sometimes humor to keep everyone listening and engaged.
Impact on the Audience and the Event:
They often leave the audience feeling inspired and ready to take on new challenges. A keynote speaker’s words can motivate people to change their thoughts or actions, and people will often leave feeling part of something or with new inspiration.
How to Find a Good Keynote Speaker
So you need a keynote speaker, but you have no idea where to start. No biggie! To find a speaker for your event, you’ll want to answer these questions before you get started on your search:
Why do you need a keynote speaker?
The first thing you need to do is assess your needs. What kind of event are you hosting? And what do you want your keynote speaker to do? Clarifying these questions will quickly narrow the field of your search. If you can identify some key topics you need covered, you can start looking for experts in those areas. You should also ensure that potential speakers have experience with the type of speaking your event needs; moderating a panel is quite different from giving a keynote address.
Another detail to consider is which types of speakers will get attendees through the door and entice them to return next year. If you’re planning a professional development event, you’ll have a hard time convincing bosses that software developers need Brené Brown to talk about the future of cloud storage.
Instead, focus on your audience’s expectations of the event. Are they coming to learn? Give them a subject matter expert. Are they coming to grow in some other way? A celebrity might pull people through the door.
What is your budget?
The next key to narrowing your search field is settling on how much of your event’s budget is reserved for speakers. You don’t want to find the perfect person, only to learn later that your budget won’t come close to their fees.
If the magic number is simply $0, you should only look at speakers who can gain something from presenting to your audience. Celebrities (whether they’re famous in general or in your specific industry) and professionals will likely require a fee, and while that can be negotiated, it won’t just go away. And even if you scrap by without a fee, the expectation is often that you’ll pick up the costs of travel and accommodations. On the other hand, a professional in your field who could benefit from the exposure might provide a compelling talk without the added cost.
As conference organizer Erica McGillivray points out, if you have a budget of any amount and multiple speaking slots, you should also divide the budget before searching for speakers. How much will you put toward the keynote address versus a workshop session leader? Your speakers don’t need to make the same amount of money because they’ll inevitably be contributing varying levels of value to your attendees. It’s also okay to pay some speakers and not others, if you can find free options (just don’t broadcast pay disparities to everyone involved). A mixture of experience levels works well and stretches your budget, as long as you place your speakers strategically in your agenda.
Who are your ideal speakers?
If you have a huge budget, go ahead and think big with a Google search for the giants of your industry or fan-favorite celebrities. However, if you have limits, start building a list of potential candidates by checking out competitor conferences and exploring LinkedIn and related industry groups. Local networking groups or industry-related societies will likely have lots of ideas for speakers who are relevant to the industry.
You can also use local organizations. For example, if you live in Texas you could look into the The Texas Speakers Bureau or National Speakers Association Austin to find a great keynote speaker who reside right in your city. The American Genius has even put together an amazing list of women in tech who are willing to speak at Austin events. Many cities in the US have organizations just like these!
If all else fails, search YouTube for “person talking about [insert desired topic here].”
Who is realistic and a good fit?
Be sure that your most important speakers have the experience to deliver. Most seasoned speakers will have examples of their work on YouTube. Watch them in action to get a feel for their style and if it will be right for your event.
Then, check out their other social media profiles for reviews and recommendations. Once you’ve vetted the speakers, arrange your agenda strategically. If one speaker is weaker than the others, put them in a less significant slot. Plan to spend some time ensuring that they’re prepared to do the best job they can. With some guidance all of your speakers can shine. Less experienced presenters may even become the keynotes in the future.
Go ahead and dream about a keynote speaker who is just beyond your budget. It’s perfectly normal for you to negotiate fees. Know your ideal and max prices for a speaker and bring them an offer. But don’t assume you’ll be able to get every person on your list this way. If you can’t get all of the perfect candidates, keep a list of the people who almost made the cut, so that you have them to fall back on.
Planning to have a Keynote Speaker? Here’s what you’ll need:
When you’re planning to host a keynote speaker, ensuring the right setup is crucial for the success of their presentation and the overall impact on your audience. Here’s a breakdown of the essential equipment and arrangements you should consider:
High-Quality Audiovisual (AV) System:
Ensure that your audio system can deliver clear sound to every part of the venue. This might include speakers, microphones (both handheld and lapel mics for mobility), and sound mixing equipment.
A good AV system should also support visuals if your speaker uses slides or videos. Make sure you have a projector or large screens that are visible to the entire audience.
Proper Stage and Backdrop:
The stage should be appropriately sized for the venue and visible from all seating areas. It should be sturdy and safe for someone to walk around confidently. You’re also going to need a backdrop! A well-designed backdrop enhances the visual appeal and can incorporate branding or thematic elements related to your event. This is going to set the scene and focus attention on the speaker.
Podium and Speaker Essentials:
Believe it or not, a podium is an essential! A podium provides a place for speakers to place their notes and serves as a focal point for the audience. It should be of a height that is comfortable for the speaker.
Consider providing a timer, water, and other essentials that a speaker might need to feel comfortable and in control during their presentation.
Don’t Stress, You’ve Got This!
Searching for a guest keynote speaker for an event of any size can be overwhelming. No one wants a presentation to flop, no matter how many people are listening. By following the steps laid out in this blog, you can set yourself up for success with a great keynote speaker that leaves your audience thinking… and wanting more!
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FAQ’s
What is a Keynote Speaker?
A keynote speaker is a central figure at events, especially conferences, who delivers a speech that highlights the main themes and sets the tone for the event. They are known for their ability to engage the audience with significant insights and inspiring messages.
Why are keynote speakers important at events?
Keynote speakers play a crucial role in motivating, inspiring, and engaging attendees. They help set the mood and tone of the event, ensuring that the audience is primed to receive the most value from the sessions that follow. Their speeches can also tie different parts of the event together, making the overall experience more cohesive and meaningful.
How do I find a good keynote speaker?
Start by determining the needs of your event, including the topics and the type of speaker you require. Search for experts in the relevant field, check speaker bureaus, and look at industry conferences for inspiration. Also, consider your budget and the expected impact of the speaker on your audience.
What equipment do I need to host a keynote speaker?
You’ll need a high-quality audiovisual (AV) system that includes clear sound and visual support for any presentations or videos. Additionally, a well-sized stage with a safe and visually appealing backdrop is necessary, along with a podium for the speaker to manage their presentation materials.
How should I prepare the venue for a keynote speaker?
Ensure the stage is visible from all seating areas and that the sound system can reach every part of the venue. Good lighting and a professional backdrop that reflects the event’s theme are also important. Arrange the seating to prevent any obstructed views.
What are some additional essentials for the speaker?
Provide the keynote speaker with a podium, a timer, water, and any other personal comfort items they might request. It’s also a good idea to have technical support on hand to handle any AV system needs or issues that may arise during the presentation.
How can I ensure the keynote speaker is a good fit for my event?
Watch recordings of their past speeches, read reviews, and check their professional profiles to understand their style and expertise. Make sure their approach and content align with the goals of your event and the interests of your audience.
What should I do if my budget for a keynote speaker is limited?
Look for speakers who might benefit from the exposure your event provides, such as industry professionals or academics. You can also consider local speakers to save on travel costs, or negotiate with more established speakers who may be willing to adjust their fees for your budget.
How do I handle speaker fees and negotiations?
Know your budget limits and the value a speaker will bring to your event. Prepare to negotiate fees by understanding the usual rates for such speakers and by being clear about what you can offer in return, including exposure and audience demographics.
