When you hear the phrase “speaking event,” you might think of a huge conference. It sounds like something complicated that only a large organization or corporation could do.
Think again: Any business can host a speaking event. Picture something more in line with a team-building workshop. The only difference is, engaging with the speaker is more central than the activities.
A good speaker can make it look like a cinch, but the truth is, there’s a lot of moving parts. If you want your speaking event to be stellar, focus on these seven things:
1. Choosing the right occasion
Every event needs a “why?” Otherwise, it’s just a rambling monologue.
You don’t want your audience to wonder “What’s the point?” Make sure to select an occasion that merits bringing in a speaker.
The good news is, there are plenty of reasons to plan a speaking event. Popular ones include:
- Motivating employees before a busy period
- Celebrating a job well done at the end of a busy period
- Breaking the ice on a new team
- Starting a discussion about company culture or team dynamics
- Promoting productivity or wellness strategies to improve performance
- Providing an opportunity for future leaders to learn
To be clear, that list isn’t exhaustive. As long as you can articulate your “why,” go ahead and schedule your speaking event.
2. Picking the right speaker
What would a speaking event be without a speaker? Selecting the right person is just as important as finding the right occasion.
Relevance is key. If you’re trying to promote diversity and inclusion, for instance, why would you choose a speaker who built his or her name in sales?
Remember that your speaker doesn’t have to be a big name. Consider inviting someone with a personal connection to your company or subject, such as:
- A close friend in your industry
- A community member who advocates for your company
- A client who had a exceptionally good — or exceptionally poor — experience
- Someone from an organization that your company sponsors
You don’t have to break the bank to do a speaking engagement. Do what you can with what you have.
3. Figuring out the number of speakers
Rather than inviting one person to speak at your company, you might consider multiple. One upside of choosing a low-cost speaker is that you might be able to afford more than one.
If so, think of your speaking event as a mini-conference. Allow team members to choose which talks they want to attend. Get everyone back in the same room to listen to your keynote speaker.
Another way to involve multiple speakers is to plan a panel discussion. Choose guests with different perspectives on your topic, and select someone to be your moderator.
4. Finding the right location
There are pros and cons to any forum. You can hold it at your office, at an external venue, outdoors, or virtually.
If you have the space, holding your speaking event at your office keeps things simple. With that said, it could make employees feel like it’s just another work meeting.
Doing a speaking event at a third-party location, whether indoors or out, can add excitement. However, this could cost more money depending on what space you find to do it.
Finally, doing the event virtually might be a good option for a remote team. Particularly during COVID-19, it can also keep your team and speaker safe. But it might be harder to connect with a speaker when nonverbal cues are limited.
5. Setting up your equipment
Unless your speaking event’s audience will be small, you’ll need some sort of amplification system. And if the speaker has slides to share, he or she will need a screen and projector.
When used well, technical equipment can enhance a speaking event. But as we all know, it can also be distracting.
Be sure to test any equipment your speaker will need beforehand. If you can afford it, hire a professional to manage the sound. Make sure any slides or clips the speaker wants to show display well.
6. Taking care of the speaker
Aside from compensating a speaker, it’s also important to be hospitable. Treat people how you’d want to be treated.
If your speaker is coming in from out of town, assist them in finding accommodations. Allow them to mingle with your company as they please. Make sure they’ll have meals and water available throughout the day.
When it comes to their speech itself, however, give them space to do their thing. Resist the urge to micromanage. And be sure to give them an introduction that highlights any accomplishments relevant to the topic they’ll be discussing.
7. Planning the reception
A speaking engagement doesn’t end when the speech is over. Especially if it’s a formal event, encourage people to mingle afterward. One-on-one time with the speaker may be more valuable to attendees that the speech itself.
Receptions don’t have to be big productions. Set out hors d’oeuvres and drinks, if appropriate. Put out materials like paper and pens, if your reception includes activities. It’s perfectly OK, though, if your speaker and audience members simply want to mingle.
Speaking events don’t have to be stress-inducing or costly. If you have a receptive audience, an engaging speaker, and a fitting venue, you’re most of the way there. Sprinkle in some hospitality and tech-savvy team members, and you’ll be gold.