The main objectives of a guest speaker are to engage with other speakers, host the event, and bring a fresh perspective to the discussions.
So, a speaker is an expert on a specific subject and is very important for the success of the event, as attendees are going to listen to and interact with speakers only.
What characteristics distinguish an outstanding guest speaker?
There are some characteristics that a guest speaker should have, like:
Scheduling in advance:
Competent guest speakers should schedule their appearance well in advance.
Early scheduling allows for better event preparation and promotion.
Body Language Awareness:
Pay attention to body language during a webinar.
Posture is essential; sit or stand comfortably with good posture.
Eye contact illusion:
In webinars, direct eye contact with the camera is crucial.
It creates the illusion of making real eye contact with the audience.
Test Run Preparation:
Conduct a test run with the webinar crew before the event.
Familiarise the guest speaker with the webinar platform.
Use the test run to ease any nervousness and establish rapport.
Before a presentation, it can also be used to break the ice and ease any nervousness.
How should you choose a guest speaker?
When it comes to selecting a guest speaker for your corporate event, you need to look into several things such as their skills, expertise, speaking style, years of speaking, and more. Because it is one of the main factors in the overall success of the event. You are taking an important step towards a successful and memorable event so there are a few things you should look out for in choosing an ideal guest speaker.
- Define the Event Objective: First of all, define the primary objective of your program. Ask yourself whether you want to inspire, entertain, or educate your audience on a specific topic. When you have a clear goal for the event, it ensures that you and the speaker both have a common understanding of the event’s purpose.
- Consider Budget: Every program has a budget, and if it exceeds it, financial difficulties may arise. High-profile speakers have high fees and are sometimes unaffordable so when choosing a speaker, ensure it fits into your budget.
- Do Research on Potential Speakers: Start with thorough research to choose the speaker that you want and will meet all your needs. See how much the speaker charges per session. Consider their speaking way, knowledge, and experience before negotiating rates with them.
How to research speaker
- Explore platforms like SpeakerHub to discover potential speakers and their profiles
- Visit the speaker’s website and get in-depth details about them
- Connect with speakers on LinkedIn, Instagram, and Facebook to learn more about their experience and expertise
- Watch video clips of their past speeches on YouTube to assess their speaking style, the art of engaging people, and more
- Check the types of events they have spoken at (corporate events, conferences, seminars)
- Read testimonials from past attendees
- Contact Them: Reach out to speakers via email or phone call. Clearly tell the speaker about the purpose of your event, when and on which day it will take place, who is the target audience, etc. Also, explain how they fit in your event objective and how speaking at your event can benefit them.
Types of Guest Speakers
1. Paid guest speakers
These guest speakers are compensated for their time, expertise, and presentation. They are typically professionals and renowned faces in their field. The compensation can vary depending on various factors, like speaker reputation, the event’s prestige, and more.
2. Free guest speakers
Such speakers are willing to offer their time and knowledge without charging any fee. Free guest speakers are significantly benefiting small businesses, new companies, or companies with budget constraints.
There can be instances where mutual collaborations happen, benefiting both parties without directly involving monetary aspects.
3. Panel guest speakers
Panel guest speakers or panelists are generally made of a group of 3-5 experts. They participate in discussions, share their experience on the subject, and often engage with audiences, addressing their questions and doubts. These speakers can be paid or free.
4. Keynote guest speaker
Keynote guest speakers are usually the most prominent speakers, delivering the main address and setting the tone or central theme at an event. These individuals are well-respected and popular for their ability to inspire, motivate, or inform audiences.
5. Celebrity public speakers
Celebrity speakers are actors, athletes, or famous public figures who often engage in public speaking efforts. These celebrities are often invited as guest speakers to a variety of events.
6. Subject-matter experts
These guest speakers are experts in particular fields or targeted topics.
For example,
Cyber security guest speaker
Specializes in digital security, cyber security risks & threats, and prevention strategies.
Content creators and influencers
Share insights and strategies to enhance personal branding, content strategy, and audience following. Many of such individuals are also industry experts across various fields.
Motivational guest speakers
Focuses on inspiring and motivating audiences with the help of their own life-changing experiences, challenges faced, and coping strategies.
How Do I Approach a Guest Speaker?
After setting a speaker budget and making an ideal guest speaker list for your event, it is time to approach them. You need a strategic approach to reach out to them. Only then will the guest speaker be interested in your invitation message and willing to speak at your event.
Let’s explore the detailed steps to approaching a guest speaker:
Choose the Right Outreach Channel
When communicating with the speaker, choose the right outreach channel, such as email, LinkedIn, or more. You can also reach them by dialing the number mentioned on their official website. Choosing the right communication channel increases the likelihood that your invitation message will be received and read.
Craft an Invitation Message
After choosing a communication channel, craft a personalized event invitation message to reach the desired guest speaker. Clearly explain the purpose of your conference, its theme, and your audience details in the message. Also, explain why their voice is right for your event. Your invitation message will be the speaker’s first interaction with you, so make sure to use a polite and professional tone.
Here is a sample email template for inviting a guest speaker:
“Subject line – An Exclusive Invitation to Speak at [Event Name]
Dear [Speaker’s Name],
Hope you are doing well. My name is [your name], and I am working at [company name] as [designation].
We are inviting you to be a guest speaker at our [event name] that will be held on [event date] at [event time]. The purpose of the [event purpose in brief], and we believe that your skills and experience are a good match for our event.
If you speak at our event, the stage will be elevated, and the beauty of our event will be doubled.
If you have any questions or concerns, please call me at [Your Phone Number].
Thank you for your time. We look forward to hearing from you soon.
Warm regards,
[Your Full Name]
[Company Name]”
Ask the Speaker to Meet In-person
Once the speaker accepts your invitation, meet the speaker in-person as it is important to build a good professional relationship and confirm their availability for your event. A face-to-face meeting will add a personal touch and allow you to better explain your event goals to the speaker.
Beyond email communication and phone calls, physical meetings between you and the speaker will allow you to have in-depth discussions on what topics the speaker should discuss at the event.
What is the Purpose of Inviting Guest Speakers to Corporate Gatherings?
One of the great ways to make a corporate event more prestigious is to invite a guest speaker to speak at an event. Guest speakers not only bring fresh perspectives to discussion but also increase the appeal and enhance the credibility of a program. This person is not part of the event’s production staff, but their subject matter expertise qualifies them to speak on stage.
Let’s understand the aims of inviting guest speakers to corporate gatherings.
- Inspires and Motivates Attendees: Guest speakers have the power to attract attendees through their personal stories, and experiences, leaving a lasting impact.
Their knowledge and valuable insights can spark new ideas and bring fresh perspectives to the event. Plus, their enthusiasm and passion for their work can motivate people to pursue their goals and objectives.
Whether it’s a keynote speaker, celebrity speaker, or a subject matter expert, the presence of a guest speaker can elevate the overall experience and leave a lasting impact on attendees.
- Enhances Event Credibility: Guest speakers add value and credibility to the overall program through their expertise and reputation. Their appearance makes the event more important and worth paying attention to.
By bringing such influencers to the event, you establish yourself as a trusted source of information which helps build strong relationships with a target audience. After all, the presence of an esteemed guest speaker really transforms an ordinary event into one that people will remember.
- Drives Engagement and Participation: High-profile speakers can significantly increase the engagement and participation levels of attendees through their unique perspectives, and inspirational speeches, as well as sharing real-life experiences.
When attendees see that a respected industry leader is on stage to speak, they pay attention and listen carefully. Guest speakers engage with attendees through Q&A sessions or panel discussions, encouraging them to ask questions freely and get responses.
- Educates and Upskills Employees: Guest speakers will play a vital role in educating and upskilling employees. By providing specialized industrial knowledge and skills, subject matter experts (SMEs) can help employees become highly skilled in their fields.
Plus, they will help keep employees up-to-date on industry best practices, the latest trends, emerging technologies, and more, making them ahead of the curve.
Be it technical workshops, leadership seminars, or anything else, guest speakers can help employees develop new capabilities, improve their performance, and advance their careers. Experts in the field can eventually promote a mindset of lifelong learning which is crucial for employee growth.
- Boost Event Attendance: Having a special guest speaker can brighten up the program and draw in more people. Since a well-known or respected speaker is known for attracting a larger pool of attendees.
When the audience knows that a well-known speaker will be speaking at the event, they are more likely to attend the event, which increases the event attendance rate.
Additionally, a guest speaker himself/herself creates buzz and excitement through social media and word of mouth that further increases your event’s reach and attracts potential attendees to the event.
The Impact of Guest Speakers at Corporate Events
A guest speaker plays a huge role in this competitive world. They actually have the potential to change the business landscape. Guest speakers aren’t just brilliant speakers, they are influential agents who can change the attitudes and perceptions of the audience and society through their extraordinary speeches in the program. Moreover, a guest speaker will add glamor to the program and enhance its prestige.
Event speakers inspire transformation on both a personal and corporate level which makes your event more energetic, engaging, optimistic, and productive as they navigate through motivational, inspirational, and personal narratives. By bringing fresh perspectives and unique insights, guest speakers add some kind of thrill to business gatherings. Their expertise and experience captivate the audience, pique their curiosity, and naturally stimulate their thinking.
A guest speaker, whether a famous industry leader, inspiring motivational, or thought-provoking academic can leave a lasting impression by elevating the intellectual level of an event. By sharing inspirational stories, practical advice, and humorous anecdotes, guest speakers will inspire the attendees, resulting in a memorable experience for all.
FAQs
A visiting speaker is an external expert or industry professional who is invited at the event to deliver a keynote, talk, presentation, or lecture. A guest speaker can also be addressed as a visiting speaker.
There are several factors that can affect the payment requirement of your guest speaker, such as reputation, experience & expertise, designation, event duration & standard, and travel expenses (if any).
To show appreciation for guest speaker, you can:
- Show special recognition or public acknowledgement during promotions and events
- Bestow the guest speakers of your event a gift
- Extend a formal thank-you letter
- Offer an invitation for upcoming events relevant to speakers
A guest of honor is usually given special recognition at the event and stays at an event for a shorter period of time.
On the other hand, a guest speaker is a subject-matter expert who takes hold of the entire event as a primary speaker and presenter, addressing the central idea of the topic and engaging with the audience.
You need to book an event speaker 2-3 months in advance. This will allow enough time to confirm the speaker’s availability on your preferred date & time and increase your chances of securing your desired speaker. If you plan to invite a celebrity speaker, book 6 to 8 months in advance, as their schedules are very busy.
- Encourage the keynote speaker to share their personal stories and real-life examples.
- Allow attendees to communicate with guest speakers.
- Encourage the audience to submit their questions.
- Encourage the guest lecturer to divide the attendees into two groups to have a brief discussion on a specific topic.
- Request the guest presenter to pose a riddle, question, or challenge to the audience and ask them to figure it out within a specific time limit.
Inviting several guest speakers will enrich your corporate event with diverse perspectives and expertise as well as greatly enhance the credibility of the program. However, the participation of multiple speakers can lead to information overload and increase the overall cost of the event.
The role of guest speakers includes:
- Energizing and inspiring the crowd
- Reinforcing key event themes
- Entertaining, educating, and engaging the guest
- Driving positive change in attendees
- Bringing fresh perspectives on event-related topics
- Using storytelling to connect with the audience on an emotional level
Start booking speakers at the same period as you begin planning your event, i.e., 4-6 months in advance. Booking speakers early ensures their availability for your event and allows you to use their name in your marketing materials to drive registration.
Don’t panic if the speaker cancels at the last minute without giving you advance notice. Have your Plan B ready; that is, have a backup speaker available to speak or have a subject matter expert (SME) from your company who can keep the audience engaged and entertained with their speech.
Guest speakers can charge you anywhere from $1,000 to $10,000 to speak at your event. Celebrity speakers can charge up to $50,000 or even more.
There is no one-size-fits-all answer to how long a guest speaker’s session should be. It is very important to maintain the right balance between providing value and engaging the audience, so 20 to 30 minutes of a guest speaker’s session is ideal at an event, which is neither too short nor too long.
When guest speakers are featured for any event, they frequently post their message on their personal social media channels, such as Facebook, Instagram, or LinkedIn. This gets the message of your event across to their followers and fans, resulting in your event reaching new audiences.
An excellent guest speaker is one who commands the audience’s attention through their body language, their presence, and their speaking style. They build rapport and credibility with people through their sincerity. A great speaker breaks the ice and goes beyond just giving a speech, sharing something actionable insights that motivate and inspire the audience right away.
