The best speakers bring focus, fresh ideas and thoughtful conversation to a tech event.
But replicating a memorable speaking experience from a previous conference might not be enough; you want speakers who align with your audience, event goals and budget. Whether you’re planning a product launch, investor day or company offsite, follow these steps to ensure you book the right guest.
Brief The Right Speaker Profile
First, clearly define the overarching theme and primary goals of your event. Establishing these parameters early ensures you look for someone who genuinely resonates with your attendees.
Next, consider who your audience is. Are they tech-savvy or industry pros? Tech enthusiasts or investors? Do they know your industry inside out, or is this all new to them? What are they looking to learn or gain? The detailed inner workings of AI or the practicalities of digital transformation? What’s the format of the session?
A keynote speech will have different requirements from a panel discussion, fireside chat or practical workshop. Finally, set your budget. This should include any travel, accommodation, venue hire or further production costs.
Research And Identify The Correct Speaker
Now that you know what you’re looking for, search for suitable experts linked directly to your chosen theme. If you’re hosting a technology conference, an AI and robotics expert could help. If you’re organising an off-site session for a leadership team, a digital transformation speaker could appeal.
Cybersecurity, digital risk, entrepreneurship, building and scaling a business; research speakers by looking at their background and the category into which they fall.
Make sure you know who you are booking, using their full profile for information rather than relying solely on job titles. Be sure to research their background, read available testimonials and watch video links (if available). The CSA Celebrity Speakers Agency can help guide this evaluation process.
Contact And Book The Speaker
When you find one or more potential speakers, engage with them via an agent at CSA Celebrity Speakers, for example. You’ll need to discuss the date, event size, session length, topic and budget. Is the speaker available, and if so, what is their fee? Are travel and accommodation needed, and who is paying for them? Are there any specific client permissions or requests to convey during booking?
On the day of the event, set up the right audiovisual equipment, confirm presentation details and share key audience context and timetables with the speaker. Designate someone to greet guests and introduce the presentation and Q&A. Taking these practical steps will keep the session running smoothly.
Decide Whether a Speaker Bureau Is Needed
The individual approach can work well if you already know the specific speaker you would like to book. However, if you need to research multiple speakers, check availability, negotiate terms, and finalise agreements, managing the process yourself can consume significant time and resources.
A speaker bureau provides a central platform to access a wide network of speakers. Consultants already understand their speakers’ expertise, handle availability checks, and negotiate fees and contracts. Additionally, CSA Celebrity Speakers offers an online enquiry tool so you can explore available speakers and submit direct requests, or simply speak with their team directly.
Both approaches are valid; however, avoid letting your team get bogged down in excessive searching. Ultimately, prioritize audience alignment and performance fit over name value alone.
