(An Event Planner’s Guide from a Professional Speaker)
Whether you’re a seasoned event planner or you’ve been tasked (perhaps unexpectedly) with finding a keynote speaker for your company or association’s event, choosing the right speaker is an important decision.
There are thousands of keynote speakers to choose from, covering countless topics, industries, and budgets. But once you’ve made your selection, a common question remains:
“What should you actually expect from a professional keynote speaker?”
From the speaker’s perspective, here are the standards you should expect from anyone honored to take your stage.
- Professional Keynote Speakers Do Their Homework
Pre-event preparation should be the norm—not the exception.
A professional keynote speaker will want to understand:
- The goals of your event
- The makeup of your audience
- The challenges facing your organization or industry
- How their message fits into the broader agenda
At a minimum, you should expect at least one pre-event call and a detailed intake questionnaire. In many cases, additional 30-minute conversations with key stakeholders are helpful to better understand internal language, culture, or current priorities.
If a speaker does not proactively offer a call, or treats preparation as an afterthought, that’s often a red flag. Preparation is what separates a good keynote from a relevant one.
- Timely Communication Should Be the Standard
Planning an event is complex enough. Communication with your keynote speaker should not add friction.
Best practices include:
- A clear point of contact on both sides
- Agreement on communication preferences (email, phone, text)
- Prompt responses to logistics or content questions
From my perspective as a speaker, I always prioritize communicating during travel. That means confirming when flights are en route, when I’ve landed, and when I’ve arrived at the hotel. This removes uncertainty and allows event planners to focus on everything else they’re juggling.
You should never be wondering whether your keynote speaker is going to make it to your event.
- Your Keynote Speaker Should Arrive Early (Not Just On Time)
It’s surprising that this even needs to be stated, but many event planners have shared horror stories of speakers arriving late… or worse, missing their scheduled stage time entirely.
This is an event planner’s nightmare.
You have every right to expect your speaker to:
- Be on site early
- Be prepared and accessible
- Respect call times and schedules
Arriving early also allows the speaker to hear other sessions, understand the tone of the event, and better connect their message to what the audience has already experienced.
If you’re a speaker reading this: be early. It’s that simple.
- A Great Keynote Extends Beyond the Stage
The impact of a keynote presentation shouldn’t end when the applause stops.
Many professional speakers provide post-event resources such as:
- Articles or written summaries
- Practical exercises
- Worksheets or discussion guides
- Follow-up videos or research
These resources reinforce key ideas and help audiences turn inspiration into action. Some speakers coordinate printed materials or integrate resources into an event app or learning platform.
Today, this is becoming a standard expectation; not a bonus.
In my own work, I provide every audience with a custom QR code and dedicated landing page where they can access post-keynote resources for up to 30 days after the event. It’s a simple way to extend the learning and maximize ROI for both the audience and the organization.
A Final Thought for Event Planners
Hiring a keynote speaker isn’t just about filling a slot on the agenda. It’s about creating an experience that supports your event’s goals and respects the time of your audience.
A professional keynote speaker should feel like a partner, not another task to manage.
If you’re ever unsure what to expect, ask questions early. The right speaker will welcome them.
And if you’re a speaker reading this? These expectations shouldn’t feel demanding. They should feel like the baseline.
