The importance of taking your time to choose the right speaker cannot be overstated. Once you have found the perfect fit for your event, it is important to have a well-planned pre-event call about 3-4 weeks in advance to give your speaker the best chance to shine and meet your objectives. Some event planners may be hesitant to have this call, but it is a crucial step in ensuring the success of your event. On the other hand, an improperly planned pre-event call can be unproductive and a waste of time. By properly planning and preparing for the pre-event call, you can give your audience a message that they will find valuable, impactful and actionable.
Pre-event calls provide an opportunity for event organizers and speakers to discuss important details, clarify expectations, and ensure that the event runs smoothly.
Why pre-event calls with speakers are so important:
- Allows for clear communication and understanding. Pre-event calls provide an opportunity for event organizers and speakers to discuss important details and clarify any questions or concerns. This helps to ensure that everyone is on the same page and that there are no misunderstandings.
- Enables speakers to prepare and tailor their presentation. Pre-event calls allow speakers to learn more about the event and its audience, which can help them tailor their presentation to better fit the needs of the gathering.
- Gives speakers an opportunity to review logistics and technical requirements. Pre-event calls give speakers the opportunity to review logistics and technical requirements, such as venue layout, audio/visual needs, and any other necessary details.
- Helps to build a relationship between event organizers and speakers. Pre-event calls provide an opportunity for event organizers and speakers to get to know each other and build a relationship. This can help to create a sense of trust and collaboration, which can lead to a more successful event.
Who should be included in pre-event calls?
Pre-event calls with keynote speakers can be an important opportunity for organizers to discuss logistics, expectations, and any special requests with the speaker. However, it is also important to carefully consider who should be included on these calls to ensure that they are productive and effective.
Limiting the number of people on a pre-event call to 4 can help to keep the call organized and focused. The suggested attendees are the speaker, the event organizer, a logistics point person (if different from the event organizer), and a representative from the speakers bureau or talent agency. This group should be able to effectively coordinate and plan the event while minimizing unnecessary participants.
What do you need to cover during a pre-event call?
During a pre-event call with a speaker, it is important to cover logistical details such as the schedule, travel arrangements, and any audio/visual needs for their presentation, as well as discuss expectations for the event and address any special requests or concerns the speaker may have.
Here are eight things to cover during pre-event calls with keynote speakers:
- Organization information. This is the speaker’s chance to gain insight into your event and organization, such as the makeup of the audience, their reasons for attending, and the desired outcome of the keynote. This information should be used to explain the purpose of the event and why the speaker was chosen. The speaker will use this knowledge to tailor their presentation.
- Event details. During the pre-event call, be sure to provide the speaker with all necessary details about the event, including the date, time, location, audience size, and any other relevant information.
- Speaker’s role and responsibilities. Clarify the speaker’s role and responsibilities for the event, including the length of their presentation, any Q&A sessions, and any other expectations.
- Audio/visual needs. Discuss the speaker’s audio/visual needs, including any equipment they will require and any specific setup instructions.
- Logistics. Review logistics with the speaker, including travel arrangements, accommodations, and any other necessary details.
- Communication and follow-up. Establish a clear line of communication with the speaker and schedule follow-up calls or meetings as needed.
- Marketing and promotion. Discuss the speaker’s involvement in marketing and promotion for the event, including social media posts and any other promotional efforts.
- Post-event follow-up. Discuss any post-event follow-up that may be needed, such as providing materials or completing evaluations.
The Power of Pre-Event Calls
Pre-event calls with speakers are an essential step in the event planning process. They provide an opportunity for clear communication, enable speakers to prepare and tailor their presentations, and give everyone a chance to review logistics and technical requirements. By properly planning and preparing for pre-event calls, you can ensure that your event runs smoothly and that your audience receives a message that is valuable, impactful, and actionable.