Rodney Hart is the VP of events at RainFocus, defining the company’s event portfolio while showcasing the power of the RainFocus event platform. He is focused on using event data to comprehensively measure event ROI across event types and specific event behaviors. Previously, Hart worked at Dell Technologies optimizing the onsite tech stack of in-person enterprise events of over 15,000 attendees and most recently pivoted to build large-scale digital and hybrid experiences.
When it comes to corporate events, planners and marketers can sometimes get stuck with all their focus on one audience: the attendees. While the attendee experience should be top of mind, speakers are another important eventgoer who often gets overlooked.
Speakers are the driving force behind the content that shapes an event’s success. They invest significant time and energy, often juggling their regular responsibilities to share their expertise and insights. Beyond the nerves of presenting, they manage everything from crafting engaging content to coordinating technical details. Since content is the heartbeat of any event, prioritizing the speaker’s experience is key to long-term success and ensures they deliver their best, ultimately elevating the entire event.
Here are a few ways that event marketers and planners can better prioritize speakers and provide a positive event experience that sets them up for success from start to finish.
Coordinating logistics leading up to an event can be treacherous and sometimes falls under the radar. It’s important to prioritize setting speakers up prior to an event so their sessions can get rolling with little to no hiccups. For example, ensure speakers have clear and detailed directions on where to go, the time they’re needed, and the overall expectations. If you’re coordinating transportation or accommodations as well, communicate these details clearly so the speaker’s priority can remain their presentation.
Additionally, source multimedia materials or decks that the speaker will be using ahead of time so you can ensure the tech at their stage is ready, tested, and functioning. Other logistical considerations include rehearsal time, setting up a comfortable green room, and sourcing questions from attendees in advance for live Q&As or engagement opportunities. These preparations will help your speaker feel more comfortable and composed.
While a speaker’s role is to share their expertise, it’s likely that there are peers, mentors, and colleagues from the same industries at the event, too. Giving speakers a chance to mingle, network, and broaden their connections can provide them with meaningful takeaways beyond their own session. This can take place through happy hours, mealtimes, open networking sessions, training or preparation sessions, and the ability to attend other panels or discussions.
You can also encourage speakers to incorporate more audience participation into their sessions by using tools like interactive polling or live Q&A, or by simply pausing during their presentation to ask the audience a question. This approach not only helps the speaker feel more connected to the audience, but also keeps attendees more engaged with the content and present with the moment. The result is a win-win, where both the speaker and the audience experience a more dynamic and interactive session.
Once an event is over, staying in touch with speakers becomes critical, and will help determine ROI and inform the preparation of your next event.
A streamlined way to follow up with speakers is by sharing a general feedback form, where you can ask questions about their time at the event, how they think their session went, what worked well, and what could have been improved. Additionally, sharing attendee survey feedback specific to their session with the speaker provides valuable insights that speakers can use for future presentations. An often-forgotten gesture is the simple written thank you note, which can include a personalized message recognizing their contributions and highlighting positive feedback from attendees. This small act leaves a lasting impact and helps maintain a positive relationship, making it easier to invite them back next year.
At the end of an event, your job is to make sure each speaker travels home feeling valued, supported, and pleased with how their session went from start to finish. This can be done successfully with some preparation ahead of time, a few engagement opportunities, and follow-up materials that will impress your speakers with thoughtful personal touches. An enjoyable event environment for speakers leads to engaged attendees, which lends itself to a more positive event experience overall.
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