How to Find and Schedule Speakers for Your Next Event
Posted: September 19, 2019
By: Mike Zornek
Helping to organize a peer group can be extremely rewarding. I’ve been running various groups for over 10 years now and I only regret not getting starting sooner. Still, there is not much to love in the minutia of monthly tasks to keep everything going.
One of the most anxious tasks you’ll face is, how do you find speakers for the next event? This can be particularly stressful since it’s something that you can’t accomplish completely by yourself and getting commitment on something from another person is always a little bit harder. Here are a few ideas to help you keep your stress low and your speaker confirmations flowing.
Reach out to Group Regulars
The first source of speakers is usually the group itself. If you are keeping connected with your members as recommended in How to Discover Presentation Topics for Your Group, you should be aware of what people are working on and if it would be a good match for a presentation. Do not wait for people to come to you, you need to reach out to them, and repetitively. Do it so much so as to be comical about it.
Explain the Benefits
Public speaking and selling one’s ideas is a priceless skill that comes into play for almost all careers. Speaking at a local group is great practice for people who are new to speaking or who want to try out a potential conference talk in front of real people.
Host Multiple Talks Formats
One idea that can help attract even the more shy potential speaker is to lower the barrier to entry. In addition to a full 30-60 minute talks why not accept shorter 5-10 minute lightning talks or even more simple project show and tells. Having these smaller presentations can help ease the stress of presenting for someone new.
Offer to Help Them
I highly recommend speakers practice their talk before presenting to a group. It can really help to also record this practice. As they go back and watch the recording they’ll usually find lots things that can be improved. If the recording is made in advance enough you as the group organizer can also offer to watch it and provide feedback.
Recruit Speakers Who Have Presented at Recent Events or Conferences
If someone has done a presentation once, it’s usually much easier to present it a second time. Take advantage of this and browse other meetups or conferences in your area or even just outside of your area and ask recent presenters if they might be interested in doing a presentation for your group.
Bringing people in from out of town can cost a little bit extra (I would recommend trying to cover their travel and hotel costs) but can also give that event a little extra prestige.
Post Speaker Openings on Your Social Media Accounts and Blogs
In addition to using social channels to help spread the word about the speaker openings it’s also a great subtext for reminding people of the group existence (so they may attend) as well as your efforts into helping to run the group.
Having been one of the organizers for my local iOS development group, word quickly spreads around town about this and you are often approached with questions and related opportunities. Don’t be shy about promoting you and your group.
Reach Out Months in Advance
It’s much easier to get someone to agree to do a talk in three months away than three weeks away. Once they are signed up, most people benefit from the friendly social guilt of doing the talk. We all need a little push sometimes.
When They Say Yes…
If you get some interest by someone who wants to speak, have them fill out a form to get the conversation started. I’ve included some recommended questions you might want to use as a starting point.
Sample Speaker Submission Form Questions
- Full Name
- Phone (for emergencies)
- Presentation Title
- Presentation Summary
- A Short Personal Bio
- Expected Length
- At what upcoming group event would you like to present?
- Have you ever given this talk before?
- Has this talk (or others) ever been published online? Please provide URLs.
Being the Backup, Doing a Talk Yourself
No doubt, particularly in the beginning of a groups existence, you might have to do a few talks yourself. You want to limit this and get others involved ASAP but I would much rather favor you doing a talk than to cancel a monthly event. Consistency is extremely important to the heartbeat of a group.
Next time we’re going to talk about venues. How to find one and what to look for.
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