How to Recruit Speaker or Moderator
Before you start recruiting speakers and moderators, you need to know the topics you will be covering and what you want the participants to take away from this session and the overall event. This information will help you provide the potential speakers and moderators with details on the event needs. It takes a big stress off their shoulders when they are given direction, rather than asking them what they want to talk about.
Don’t fall into the situation with a speaker that wants to talk about a specific topic that may be too advanced (or too basic) for your crowd. ALWAYS keep the participant needs first.
Create a Comparison Spreadsheet
Start by creating a spreadsheet listing out all the sessions with topics. Include columns for their contact information (email and phone), who on the event team will ask for their participation and status of the request.
Then add in three prospective speakers for each topic. For a panel discussion list out twice the number of speakers you want (i.e. if you want three people on the panel, start with a list of six people). You can get these names from your or event team’s contact list, other colleagues, LinkedIn, etc.
PRO TIP: Watch video of the person speaking on camera to see how well they do and if they have an accent that may be difficult for participants to understand/decipher.
Write a Letter of Request
Before contacting the prospective speakers and moderators, create talking points and a Letter of Request (usually emailed). They will need to understand what their commitment will entail and what you want from them. Both talking points and Letter of Request email should provide the below information.
Date & Times of the Event
Brief Overview of Event
Speaking Topic. A brief description or key points of what you want them to discuss, as well as, what you want the participants to takeaway
Speaking Time Range. Include 30 minutes before they start for prep and troubleshooting any issues. If they pre-record the session, you may ask them to do a Live Chat
Time Commitment. Inform them of the time commitment (pre-event calls, rehearsals & event day). Have the rehearsal date already scheduled but be flexible if necessary and limit pre-event calls to just one or two.
Optional: if you have past or currently secured speakers that are impressive and could give the event more credibility add their names in the request.
Ask More Questions
Once engaged in further discussion, ask the below questions.
Are they available to speak on the date and time range of the speaking engagement?
Can they work with the time commitment (pre-event calls, rehearsals & event day)?
What device will they use to give the presentation? Depending on the virtual event platform, cell phones don’t always provide an optimal video for a virtual event.
Can the session be recorded and distributed to participants after the event?
IMPORTANT NOTE: If you want to record a session and distribute it after the event, you MUST get permission from the speaker.
Send a Confirmation Email
Once they give the ‘thumbs up,’ send a confirmation email:
Confirmation of the event details, speaking times, topic they are discussing, AND date of a pre-event call and/or rehearsal
A few bullet points on audio/visual best practices
An attached instruction playbook or video tutorial with technology needs
This is the first of many emails, no need to send them everything at once – most won’t read it (you already know this ;)
Hopefully these 3 simple steps to recruit speakers and moderators will set you on track for the best speaker to provide your audience the best experience. These steps works for virtual, in-person and/or hybrid events too.
Please comment below with additional questions you use to vet a potential speaker or moderator. Crowd-sourcing info is a huge resource to everyone.
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