Hospitality Arrangements for Speakers

In the last eight years I have spoken at over thirty conferences across Europe. Here's what I wish organizers would do more often. 1. Give the speakers all the necessary information in advance. We need to know the date, time, and place of the event and of our presentation. This may seem obvious, but there have been events where I didn't know where and when I was going until the last moment. 2. Let speakers know who they are presenting to and how they should present. Who will be in the audience? In what language should I present? How long will the presentation be? In what format should I send you the presentation file? What aspect ratio should I use? Will the presentation be streamed? Will it be recorded? How will audience interactions work technology-wise? 3. If you need information from the speakers, tell them exactly what you need. If you need my bio, how long should it be? If you need an image, what is your preferred resolution? What background do you prefer for the picture? When you receive these things, confirm that you received them so I know all is good. 4. Provide speakers with a single point of contact. I often communicate with multiple organizers and it's not clear who is responsible for what. If you're going to hand me off to someone else, make it clear to whom I now "belong" and who I can contact. 5. Provide a safe place for belongings. It's not always practical or comfortable to carry all my stuff on my back all day. Provide a guarded place for speakers to leave their belongings. This is also important right before the presentation when I need to empty my pockets. 6. Be strict about timing. Provide the speakers with a timer and ask the hosts to make sure the speakers finish on time. This is good for the audience, who aren't forced to listen to speakers longer than expected, and for the speakers, since everyone's time is respected and the time allocation remains fair. 7. Provide speakers with a screen where they can see their presentation without turning around. This makes presentations look smoother and more professional. 8. Allow speakers to present to the organizers in advance and get feedback. Provide guidance to speakers who need it. Many poor presentations could be prevented if someone else saw the presentation beforehand and was able to give the speaker feedback. While it may feel awkward at first to comment on a speaker's content, you are ultimately responsible for the audience's experience at the event. Fellow speakers, what else would you like to tell conference organizers? Conference oranizers, what would you like to tell speakers? #conferences #speaking #eventmanagement

Things to Keep in Mind When You Invite Someone to Speak As a retired Chief Justice of the Georgia Supreme Court who is now a seasoned senior lawyer, I’ve had the honor of being invited to speak to many civic organizations, law schools, bar associations, and community initiatives. I’m always grateful for the opportunity to engage in meaningful conversations about the law, leadership, and public service. That said, I want to offer a gentle but important reminder to organizations extending invitations for keynote addresses or featured talks: inviting someone to speak is not a light ask. Behind every good and thoughtful speech is time: time to understand your audience, time to shape a meaningful message, and time to prepare, travel, and deliver it. If you’re inviting someone, whether a former judge, a subject matter expert, or a community leader, consider these ways to make it a well-supported experience:    •   Honor their time. Crafting a compelling speech takes time. Recognize that you’re not just asking for a speech—you’re asking for reflection, preparation, and presence.     •   Offer an honorarium. Even a modest one signals that you value the speaker’s contribution. If your budget doesn’t allow it, say so upfront and express gratitude in another meaningful way such as a gift card and a nice handwritten thank you note.    •   Handle logistics thoughtfully. Parking, meals, or travel arrangements shouldn’t be afterthoughts. If the event is in-person, consider sending a car or arranging transportation—especially for senior professionals or those with packed schedules. These details matter.    •   Communicate clearly. Let the speaker know who the audience is, how long they’ll have, and what themes or tone you’re hoping for. Clear expectations make for stronger, more engaging talks.    •   Support them on-site (or online). Start on time. Have someone ready to introduce them. If it’s virtual, make sure the tech works and the speaker isn’t troubleshooting on their own. Speakers want to support your mission. Help us say “yes” more easily and enthusiastically by making the experience as easy, professional, and respectful as the invitation.

My first public speaking gig from earlier this year was nothing like I expected. On the outside, I did great. The audience loved it, people wanted to connect, someone even referred me for a job after watching me speak, and the organizers? They're happy to give me a recommendation anytime. But let's talk about the downsides of being a first-time speaker. And I'm not talking about stage performance or storytelling skills. I'm talking about the real business challenges of being a first-time speaker. If you're an aspiring speaker of any form, virtual or physical, especially physical, and you want to be recognized for your knowledge or expertise, these are 5 hard lessons you must know: (🙂 and yes, even if you pitched yourself) 1. Set your fee from day one. It could be a fee for accommodation, transportation, or meals. I recommend asking for transportation and accommodation coverage while they handle meals, especially as a beginner. 2. Communicate your terms and services upfront. Don't be shy about mentioning that you prefer to speak for a specific number of hours or minutes so you can either leave early or expect additional compensation for extra time. 3. Ask all necessary questions, including: • How many guests are coming? • Who is the target audience? • What is the goal of the event? • What type of stage will you be speaking on? • Also ask about the speaking order - are you the first speaker, second speaker, or speaking before panel discussions? 4. Request to see the stage arrangement. This will help you understand how to position yourself during your speech and plan your body movements. 📍 Confirm details like whether you'll handle your projector and slides yourself or if they'll be controlled by someone else. 5. Always collect payment upfront. If they mention they'll cover your transportation or hotel fees, collect the payment in advance or ensure there's already a signed contract with proof that your transportation and accommodation expenses are guaranteed. Some of these lessons I knew earlier, other I learned through the mistake. Don’t be like me, share this post with a new/aspiring/growing speaker. What other (career) lessons have you learned the hard way? Share them in the comments below.