Table of Contents

• 1. Define Your Event Goals Quickly
• 2. Contact a Speaker Agency Immediately
• 3. Be Flexible with Dates and Formats
• 4. Prioritize Availability Over Perfection
• 5. Prepare a Comprehensive Briefing Package
• 6. Confirm Logistics Immediately
• 7. Leverage Speaker Promotion
• 8. Have a Backup Plan
• Conclusion

1. Define Your Event Goals Quickly

Before you start reaching out to speakers, be clear about what you need from the presentation. Even with limited time, having a clear goal ensures you select a speaker who aligns with your event’s purpose.

Ask Yourself:

• What is the main objective of the keynote? (e.g., motivation, education, entertainment)
• Who is your target audience, and what do they value?
• What is the central theme or message of the event?

Knowing these details will help you communicate effectively with potential speakers or agencies and make quicker decisions.

2. Contact a Speaker Agency Immediately

When working against the clock, contacting a speaker agency like Spoken Artists can save valuable time. Agencies maintain a curated roster of speakers and can recommend professionals who are both available and suited to your event’s goals.

Advantages of Using a Speaker Agency:

• Access to pre-vetted speakers who can step in on short notice.
• Assistance with logistics, contracts, and negotiations.
• Recommendations tailored to your specific needs and timeline.

Reach out with as much information as possible, including your event date, audience size, and budget, to streamline the process.

3. Be Flexible with Dates and Formats

Speakers’ schedules can be packed, so flexibility is key when working within a short timeline. Consider options like:

• Adjusting the time slot: If your ideal speaker isn’t available at your preferred time, shifting the schedule slightly might help.
• Going virtual: Virtual keynotes are often easier to arrange on short notice, as they eliminate travel constraints.

Being open to alternative formats or timings can greatly expand your options.

4. Prioritize Availability Over Perfection

When time is of the essence, focus on finding a qualified speaker who can deliver effectively, rather than holding out for a specific individual.

How to Choose Quickly:

• Look for speakers with experience in your event’s theme or industry.
• Review speaker videos to assess their delivery style and audience engagement.
• Select a speaker who can adapt their presentation to fit your goals.

A speaker who’s experienced in handling last-minute bookings is often a safer bet, as they’re accustomed to preparing quickly.

5. Prepare a Comprehensive Briefing Package

To save time and ensure the speaker delivers a high-quality presentation, provide them with all the necessary details upfront.

Include the Following in Your Briefing:

• Event theme, objectives, and key messages.
• Audience demographics and size.
• Presentation duration and format (in-person or virtual).
• Technical requirements (e.g., slides, microphones, internet connection).

The more context you provide, the faster the speaker can tailor their talk to meet your needs.

6. Confirm Logistics Immediately

Time is critical, so handle logistics promptly once you’ve chosen a speaker.

Key Steps:

• Finalize the contract quickly and ensure both parties agree on deliverables.
• Arrange travel and accommodations (if in-person) to avoid last-minute complications.
• Coordinate with your AV team to confirm technical requirements and rehearsal times.

By acting decisively, you’ll reduce the risk of delays or miscommunication.

7. Leverage Speaker Promotion

Even on a tight deadline, you can maximize the impact of your keynote speaker by promoting their appearance effectively.

Promotion Tips:

• Announce the speaker on social media and include a short bio or highlight reel.
• Add their name and topic to your event website and promotional materials.
• Encourage the speaker to share their involvement with their own network.

Quick promotion generates excitement and ensures attendees know to look forward to the keynote.

8. Have a Backup Plan

When booking a keynote speaker last minute, it’s wise to have a contingency plan in case something unexpected happens.

Backup Options:

• Have an internal team member or another speaker prepared to step in.
• Arrange for a pre-recorded video presentation if a live appearance becomes impossible.

Being proactive minimizes disruptions and ensures the event runs smoothly, regardless of challenges.

Conclusion

Booking a keynote speaker on a tight deadline is challenging but entirely achievable with the right approach. By defining clear goals, contacting a reliable speaker agency, and acting decisively, you can secure a speaker who delivers a powerful presentation, even on short notice.

Need a keynote speaker fast? Spoken Artists specializes in connecting event planners with exceptional speakers who can step in and deliver inspiring talks, no matter the timeline. Contact us today to make your event a success!