Event Speaker Management Kit

SPEAKER RECRUITMENT

Speaker Identification Matrix

Source	Quality	Availability	Cost
Customers	High (authenticity)	Medium	Free/low
Industry experts	High	Low	$-$$
Internal executives	Medium	High	Free
Partners	Variable	High	Free
Analysts	High	Low	$$

Speaker Outreach Template

SPEAKER OUTREACH EMAIL

Subject: Speaking invitation: [Event Name] on [Date]

Hi [Name],

I'm reaching out because [specific reason you chose them—be genuine].

We're hosting [Event Name] on [Date] in [Location/Virtual],
and I think you'd be a great fit for a session on [topic].

Details:
• Event: [Event Name]
• Audience: [# attendees], [audience profile]
• Session: [Format], [duration]
• Topic: [Suggested topic]
• Date: [Date]
• Location: [Venue/Virtual]

[If applicable: Compensation/travel covered]

Would you be interested in discussing? I can share more
details about the audience and what we're hoping to achieve.

[Your name]

Speaker Agreement Template

SPEAKER AGREEMENT CHECKLIST

EVENT DETAILS:
☐ Event name and date
☐ Session title and format
☐ Time slot
☐ Location/platform

SPEAKER RESPONSIBILITIES:
☐ Content deadline
☐ Rehearsal participation
☐ Day-of arrival time
☐ Q&A participation

ORGANIZER PROVIDES:
☐ Travel/lodging (if applicable)
☐ Compensation (if applicable)
☐ AV equipment/support
☐ Promotion of session
☐ Recording rights/usage

CONTENT RIGHTS:
☐ Recording permission
☐ Content ownership
☐ Distribution rights
☐ Attribution requirements

SIGNED: _____________ DATE: _____

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CONTENT DEVELOPMENT

Speaker Content Brief

SPEAKER CONTENT BRIEF

EVENT: _______________
SESSION TITLE: _______________
SPEAKER: _______________
FORMAT: ☐ Keynote ☐ Panel ☐ Breakout ☐ Workshop
DURATION: _____

AUDIENCE:
Profile: _______________
Knowledge level: _______________
Expected attendance: _____

OBJECTIVES:
Attendees will learn:
1. _______________
2. _______________
3. _______________

KEY MESSAGES:
Must include:
• _______________
• _______________

Avoid:
• _______________

CONTENT GUIDELINES:
☐ No competitor mentions
☐ Include actionable takeaways
☐ Use customer examples
☐ Interactive elements required

DEADLINES:
Outline due: _______________
First draft due: _______________
Final slides due: _______________
Rehearsal: _______________

Content Review Process

Stage	Owner	Timeline	Feedback
Outline	Speaker	4 weeks out	Accept/revise topics
First draft	Speaker	3 weeks out	Detailed feedback
Revision	Speaker	2 weeks out	Minor adjustments
Final	Both	1 week out	Approved

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SPEAKER PREPARATION

Speaker Prep Checklist

SPEAKER PREPARATION CHECKLIST

2 WEEKS BEFORE:
☐ Final content submitted
☐ Bio and headshot received
☐ Travel arranged (if needed)
☐ Tech requirements confirmed

1 WEEK BEFORE:
☐ Rehearsal scheduled
☐ AV orientation planned
☐ Day-of schedule shared
☐ Contact information exchanged

DAY BEFORE:
☐ Final slide version confirmed
☐ Arrival time confirmed
☐ Any last-minute questions

DAY OF:
☐ Arrival and check-in
☐ Green room/prep space
☐ AV check complete
☐ Session run-through
☐ 15-min pre-session briefing

Speaker Briefing Document

SPEAKER BRIEFING

DAY-OF LOGISTICS:
Arrival time: _______________
Check-in location: _______________
Contact person: _______________
Phone: _______________

YOUR SESSION:
Time: _______________
Room: _______________
Duration: _____
Format: _______________

BEFORE YOUR SESSION:
☐ Arrive at room 15 min early
☐ Meet AV tech
☐ Test slides/clicker
☐ Confirm water/supplies

DURING SESSION:
☐ Mic check
☐ Time signals from back
☐ Q&A process: _______________
☐ Recording: ☐ Yes ☐ No

AFTER SESSION:
☐ Return equipment
☐ Stay for audience questions
☐ Photo opportunity

Rehearsal Format

Component	Duration	Focus
Tech check	5 min	Slides, audio, video
Full run-through	30-45 min	Timing, flow
Feedback	10 min	Adjustments
Q&A prep	5 min	Anticipated questions

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POST-EVENT SPEAKER CARE

Thank You Process

POST-EVENT SPEAKER FOLLOW-UP

WITHIN 24 HOURS:
☐ Send thank you email
☐ Share initial attendance/feedback
☐ Confirm recording availability

WITHIN 1 WEEK:
☐ Share detailed feedback/scores
☐ Send recording link
☐ Request permission to share
☐ Connect on LinkedIn

WITHIN 1 MONTH:
☐ Send full event recap
☐ Share content performance
☐ Discuss future opportunities
☐ Add to speaker database

SPEAKER DATABASE FIELDS:
• Contact information
• Past sessions
• Topics of expertise
• Feedback scores
• Availability/fees
• Relationship notes

Speaker Relationship Nurture

Timing	Action	Purpose
Post-event	Thank you + feedback	Appreciation
Monthly	Relevant content share	Stay connected
Quarterly	Check-in call	Relationship
Annually	Event invitation	Repeat engagement

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