Managing speakers and panellists at your event

Speakers can have a huge impact on conferences, seminars, exhibitions and other corporate and industry events. They can set the tone, attract delegates, promote ideas and discussion, and help to make an event memorable. 

As event planners, we need to be able to manage speakers and panellists effectively. This goes beyond choosing the right speakers. We also need to ensure they’re informed and supported through the planning process, as well as at the event itself. 

Here are our top tips and some guidance on managing speakers and panellists at your event:  

Speaker selection for your event 

If you’re working with internal speakers then focus on ensuring they’re comfortable with their speaking role. If they’re not already a seasoned speaker, consider supporting them in developing their presentation skills. There are group workshops and one-to-one coaching sessions that can provide techniques to develop delivery skills, as well as confidence.

If you’re bringing in an external speaker, or speakers, then there are two possible approaches. Either decide on the topics you wish to cover then seek out industry experts, or focus on keynote speakers in the sector who already have a profile and then agree on a topic together. 

Speakers with impressive credentials and/or an established reputation can help increase attendance at your event. They may even use their platform to further promote your event. However, the right speaker for you may not be an industry name and that's ok. What’s most important is that your speakers can talk passionately and insightfully about the topic, engage the audience and help you achieve your event objectives. 

When it comes to staging panels, it’s important to select panellists who have relative experience or deep knowledge of the subjects you’ll be covering. You’ll also need a diverse panel of speakers, both in terms of demographics but also opinions, so that discussion is kept lively and various viewpoints are represented. 

Briefing event speakers and panellists 

Briefing speakers and panellists is essential for ensuring everyone understands the purpose of the event and the key goals. Most speakers will likely want some autonomy over their talk topic and content. It’s important to trust them as micro-management can damage the planner-speaker relationship. However, keynote speeches should support the themes of the event so it’s worth talking through these with your speakers. 

Topics should seek to be insightful, in line with industry trends and both event planners and speakers should feel happy with the titles chosen. 

Remember, speakers can only devise talks that uphold the tone and focus of your event if they know what those are. So give them as much detail as possible in the briefing. 

Both speakers and panellists should also have an overview of the audience, in terms of demographics, interests and reasons for attending so they can plan accordingly. 

Logistically, you’ll need to share information regarding line-up, agenda, location, staging layout, etc. Although you may not have pinned down all the details at this stage. A briefing can also be used to find out what your speakers might need. For instance, audio or visual equipment. 

Briefing panellists demands a slightly different approach since you’ll be selecting the discussion points. Allow them to prepare by informing them of topics and subjects well in advance of the event and let them know who their fellow panellists will be. 

Supporting event speakers at your event 

Event planners should be supporting speakers in the lead-up to and at the event. Regular check-ins are crucial for making the speaker feel valued and informed.

You’ll need to run any event promotions or communications that feature the speaker past them to check all is accurate and they’re happy with how they’re being introduced. 

Closer to the event you’ll need to confirm details including the final agenda, when you need them to arrive and where they should meet you. If the event is catered, offer your speakers a meal or refreshments. 

At the event, ensure you have a designated event planner ready to meet your speakers. Upon arrival, speakers and pannelists should be made aware of any changes that may affect them. Remember, even seasoned speakers may be nervous so be positive, and encouraging and let them know what an engaged, friendly audience you’ve had turn up. They'll be occupied with their upcoming talk so make sure they're well looked after and have everything they need. 

Speakers should also be introduced to key personnel at the event - perhaps the CEO of the organisation as well as any other speakers or VIP guests. Panellists should be introduced to one another also. 

Lastly, even if you’ve already confirmed this, check once more how the speaker or panellist would like to be introduced on stage. There's always a chance this may have changed. 

Aftercare is highly important for building that relationship with the speaker. Make sure you assure them, congratulate them, thank them and ask to keep in touch. Do this straight after the talk and in person but also make sure you follow up with an email in the days after. 

Event agencies, such as Dynamic Events, keep up-to-date with the speaking circuit network and should know which speakers are right for which events. We also take care of managing speakers so business leaders know they’re covered and all they need do is look forward to meeting them and then enjoying the talks. 

Get in touch if we can assist you in managing your event.