Introduction: Making Your Event Special with the Right Voice
Choosing a great speaker is the most important part of planning any big event, training session, or industry conference across Australia. The right person can truly change how people think, encourage them to act, and make sure your event is a success. However, the tricky part is knowing exactly how to find a speaker whose knowledge and presentation style match your company goals and the people who will be listening.
As someone who has spoken in many places, from big cities to country areas in Australia, I, Nathan Baws understand that this decision matters a lot. My main aim here is to give you, the person planning the event, a simple, clear way to choose a speaker well. This advice is intended to give you real help and practical steps to ensure you make the right choice and get the best possible result.
Key Steps for Securing Your Speaker:
- Know Your Goal First: The speaker must help you reach a clear goal for your event.
- Think of Your Audience: The person you choose must understand and connect with the specific Australian audience they are talking to.
- Check Their Past Success: Don’t just look at their videos; ask for proof of success and get professional feedback.
- Talk Clearly from the Start: A professional relationship needs a detailed plan and a shared understanding of what is expected.
Knowing What Your Event Needs and Wants
Before you start looking, you must know clearly why you need a speaker. A speaker is a powerful tool, not just someone who provides entertainment. Taking the time to state what you want to achieve clearly will completely change how to find a speaker and what you look for in potential candidates.
Setting the Main Message and Key Takeaways
What is the single most important idea you want your audience to remember and take away? Is it a new way of thinking about online changes? Is it a simple plan for making the workplace safer, which is very important under Australian laws? Once you know the main message, finding a speaker becomes much easier. Your search moves from general browsing to looking for someone with specific skills.
Understanding Cost and Planning Needs
Speakers, especially those who are well-known nationally or internationally, charge professional fees. Setting a realistic budget early will quickly narrow down your options. Also, think about the practical side of things- like travel, particularly if your event is in a remote Australian location or involves flights between states. A professional speaker will have precise needs, and being honest about your planning limits shows you are experienced.
Deciding What You Want the Audience to Do
Do you want to motivate them, teach them, or entertain them? For a training day, you need someone who teaches and has practical knowledge. For an annual sales event, motivation is key. For a university class, deep learning is most important. The outcome you seek determines the expert you need. Knowing exactly how to find a speaker means knowing what a successful audience reaction looks like to you.
Innovative Ways to Start Looking for a Speaker
The days of only relying on speaker agencies are over. Today, a successful search relies on a few smart methods that leverage your professional contacts, industry knowledge, and direct observation.
Using Your Professional and Industry Contacts
Your co-workers, board members, or industry group peers are often the best people to suggest speakers. A recommendation from someone you trust, who has actually seen a speaker succeed, is very valuable. Go to events run by your competitors or partners and watch the quality of the speakers they use. This direct checking is essential when you are deciding how to find a speaker who is right for your specific event.
Using Speaker Agencies and Professional Lists
Speaker agencies offer a carefully chosen list of professionals, and they handle the contracts and planning details for you. While they charge a fee, the ease and certainty of working with people they have checked can be a worthwhile cost. However, always check things yourself: never let an agency make the final decision about whether a speaker is the right fit. Use these lists to start your search, not to finish it.
Looking for Leaders in Your Field
Look at Australian industry magazines, online videos, and professional networking sites for people who are actively talking about your industry. A highly requested speaker is often a recognised expert or an author. Their constant professional output shows not only their knowledge but also their ability to talk clearly about complex ideas- an essential quality when figuring out how to find a speaker.
Checking a Speaker’s Experience and Presentation Style
A speaker’s life story might look great on paper, but their impact happens when they are on stage. A careful checking process must look beyond the written words to see if they are practically suitable and professionally a good match for you.
Watching Videos and Presentation Examples
I always advise event planners to request at least two high-quality, full videos of the speaker in action. One should be a short highlight reel, and the other, ideally, should be at least 15 minutes of uninterrupted presentation. This lets you check their speaking rhythm, how they handle audience questions, and whether their style matches the formal tone you need.
Checking Reviews and Client References
Do not rely only on the lovely words written on their website. Ask for absolute client references- ideally three from the last year- from companies that are similar in size or industry to yours. Talking directly with a past client, especially one who hired the speaker for a problem similar to yours, is the most accurate way to predict future success.
Checking How Deep Their Knowledge Is
A speaker who is just charming but only has general knowledge is rarely as effective as someone who is a knowledgeable specialist. For example, if your event is about the future of green energy in South Australia, you need a speaker with real, current experience in that area, not just a motivational expert who talks generally about change. This depth of relevance is key to understanding how to find a speaker who brings real value.
The Interview: Asking the Important Questions
When trying to find out how to find a speaker, once you have a small list of good candidates, a formal interview is necessary. This is your chance to check their professionalism, flexibility, and ability to adapt their material for your event.
Talking About Changing Content and Flexibility
A professional speaker will not just give a talk they prepared a long time ago. They should be keen to understand your audience’s main problems and clearly explain how they will change their material. Ask for examples of how they have changed content for a diverse Australian audience- maybe by using regional examples or mentioning current national economic news.
Understanding Technical and Equipment Needs
Ask about their needs, not just for travel, but for technical setup. Do they need specific types of microphones, a particular stage setup, or professional audio-visual support? A careful speaker will have precise needs. Understanding these early steps avoids expensive problems on the day and is a necessary step in the detailed process of how to find a speaker who is ready for anything.
Clarifying What Happens After the Event
Does the speaker offer a short question-and-answer session, a book signing, or any helpful resources for attendees? The value of a speaker often continues long after their time on stage is finished. Talking about follow-up opportunities ensures the impact of their message lasts.
Getting the Speaker Agreement and Brief Right
A successful speaking job is built on an explicit, legal agreement and a very detailed plan for the content. Never move forward without both.
Securing a Full, Clear Contract
The contract must clearly state the fee, when payments are due, the policy for cancellation, who owns the rights to the material (if you need to record it), and clauses for unforeseen events. This professional paperwork protects both sides and ensures there is no confusion about the work and payment.
Creating a Detailed Content and Audience Plan
This document is essential. It must include:
- The exact learning goals.
- Details about the audience (age, work experience, specific roles).
- Any sensitive company topics to avoid?
- Event details (start time, length, room design).
- A brief description of the overall feel of the event.
The quality of the plan you give directly affects the quality of the presentation you get. It is a fundamental part of knowing how to find a speaker who delivers a targeted message.
Setting a Communication Schedule Before the Event
Decide on a plan for checking in. A professional process usually includes an initial call, a mid-call to review the content (about 3–4 weeks before), and a final call to address small details in the week before the event. This organised communication makes sure the content is up-to-date and all the details are confirmed.
Thinking Long-Term: Building Professional Partnerships
Finding the right speaker for one event is a great success; building a partnership with them for future events is a valuable investment.
Feedback and Professional Conduct After the Event
After the event, give quick, helpful feedback. A professional speaker welcomes this as a chance to keep getting better. Paying the agreed-upon fee quickly is also a sign of respect that helps build a positive, long-term relationship.
Checking Success Beyond Audience Applause
The real value of a speaker is measured by the precise results after the event. Did staff start using new ideas? Did sales go up? Did team survey results improve? Focus on these measurable numbers rather than just the excitement they created on the day. Use this information to improve how you decide how to find a speaker for your next event.
Becoming a Speaker’s Supporter
If a speaker is better than you expected, speak highly of them professionally. A recommendation from a happy client is the most powerful way to market themselves. This shared professional respect is a sign of a successful long-term partnership in the Australian-speaking world.
Conclusion: Making a Smart, Informed Choice
The job of figuring out how to find a speaker for your conference or meeting is a process that needs careful checking, a clear goal, and strong professionalism. By not relying solely on general suggestions and instead using a brilliant plan that focuses on clear goals, careful checking, and detailed contracts, you ensure the speaker you choose is not just a voice but a true asset to your company. The speaker you select represents the goals of your event. I encourage you to take this choice seriously, making sure their message has a profound and lasting impact on your audience across Australia.
If you are currently exploring options and need a professional voice to deliver impactful, relevant, and valuable insights to your audience, I invite you to contact me to discuss your needs. I am dedicated to helping event planners with how to find a speaker and improve their programs.
Connect with Nathan Baws for professional speaking engagements and insights at https://nathanbaws.com/.
FAQs
What is the best time frame for looking for a speaker for a big event?
For high-quality, professional speakers, especially those who are experts or well-known figures in Australia, starting your search at least six to twelve months before the event is highly recommended. This time frame makes sure they are available, gives them enough time to change their content to fit your specific goals, and allows for necessary planning details.
Should I use a speaker agency or contact the speaker myself?
Both ways work well, and the choice depends on the resources you have internally. A speaker agency makes things easier, acting as a professional go-between to handle money talks, contracts, and planning- a good option if your team is busy. Contacting the speaker directly can sometimes save you the agency’s fee, but it means your team must manage every part of the arrangement professionally.
What is a fair expectation for changing the speaker’s content?
A professional speaker should be happy to change their content quite a bit, but this must be reasonable. They will adapt their main ideas to your audience and topic, adding relevant examples, company words, and specific industry context. However, you should not expect them to create an entirely new presentation from nothing.
How important is a speaker’s social media size when choosing?
While having a lot of followers on social media can show wide reach and influence, it should only be a secondary factor when deciding how to find a speaker. Being popular online doesn’t always mean they have a powerful stage presence or deep subject knowledge. Focus on proof of professional speaking history, verified client reviews, and how relevant their message is, over the number of followers they have.
What are the most important things to put in the speaker’s pre-event plan?
The plan must be extremely detailed and should include: the official event timetable, the exact audience details (e.g., 70% mid-level managers, 30% senior leaders, average age 40), the main challenge your company is currently facing, and any specific internal language or cultural rules to follow or avoid.
What is the usual way professional speakers are paid?
The standard professional practice in the Australian corporate speaking market involves paying a deposit upfront, usually 50% of the total fee, when the contract is signed to secure the date. The rest of the money (the final 50%) is typically paid shortly after the successful presentation, often within seven to thirty days.
How can I be sure a speaker is truly an expert?
To properly check a speaker’s expertise, look for real proof beyond their short bio. This includes their published books or articles, their current or past professional roles in the industry, and any relevant professional certificates or university degrees. Ask for case studies that show how their advice has created clear, good results for past clients.
Is it okay to ask for a lower price for a speaker’s fee?
It is always professional to ask about a speaker’s fee structure, especially for charity organisations, booking them for multiple events, or when using a new speaker for a low-cost online event. However, be aware that established, highly requested speakers often have fixed prices for standard corporate bookings.
What should I do if the speaker cancels close to the event date?
This situation is exactly why a strong, professionally written contract is so important. The contract must have a clear cancellation clause that explains what happens if the speaker cannot come due to unexpected issues.
What things should I check to see if the speaker was successful after the event?
To check success beyond just good feedback, the things you check should match your initial goals. If the goal was audience involvement, look at post-event survey scores for “relevance” and “usefulness.” If the goal was to change behaviour, track internal numbers like participation in a new company program or adoption of a new strategy in the weeks following the talk.
