What Information Should I Give a Keynote Speaker Before My Event?

The most important information to give a keynote speaker isn't your room number or AV setup. It's the problem you're trying to solve.

What should you tell a keynote speaker before your event? Start with your audience, challenges, and desired outcomes, then provide the event logistics, agenda, AV requirements, room setup, timing, and other details needed to customize and deliver a successful keynote.

Before worrying about logistics, help the speaker understand why you're bringing them in. What is your audience experiencing? Where is there friction or tension? What do you want attendees to think, feel, or do differently after the event?

A professional keynote speaker should use that context to first determine whether they're the right expert for the job, then customize their content to better serve the audience.

As the event gets closer, the information becomes increasingly tactical.

When You're Choosing a Keynote Speaker

Start with the big picture. Share:

• The problem or opportunity: Why are you considering an outside speaker?

• Event objectives: What are you trying to accomplish?

• Audience: Who will be in the room? Executives, leaders, individual contributors, emerging professionals, customers, association members?

• Audience size: Is this 25 leaders or 2,500 conference attendees?

• Event date and location

• Presentation length and format

• Event or conference theme

• Relevant organizational or industry context

This information helps a speaker determine whether their expertise actually matches what your audience needs.

Once You've Hired the Speaker

Now give the speaker the context needed to make a proven presentation feel like it was built for your audience.

Share one or two specific examples of challenges your audience is experiencing, relevant strategic initiatives, company values, recent organizational or industry changes, and terminology unique to your organization.

Even simple language matters. Do you call people employees, associates, team members, or colleagues? Are the people you serve customers, clients, members, patients, or guests?

Ryan specifically asks clients about these details during his pre-event process because they allow him to speak the audience's language rather than delivering a generic presentation.

It's also helpful to share the event agenda. Ryan likes knowing what attendees are experiencing throughout the event, particularly what happens immediately before and after his presentation. That creates opportunities to connect his content to other themes and conversations already happening.

As the Event Approaches

This is when the details become tactical. Your keynote speaker should know:

• Exact presentation start and end time

• Presentation room and room layout

• Stage and seating configuration

• AV setup and available microphones

• Confidence monitor and presentation timer availability

• Internet availability, if needed

• Lighting considerations

• Q&A expectations and how questions will be handled

• Tech check or rehearsal time

• Day-of contact and mobile number

• Who will introduce the speaker

• Whether the presentation will be recorded

• Any additional responsibilities, such as a reception, book signing, lunch, or meet-and-greet

Ryan typically asks for at least 15 to 30 minutes of setup time before his presentation. His event document also collects details such as lodging, recording, books, introductions, day-of contacts, and any responsibilities beyond the keynote so there are fewer surprises on event day.

A Good Keynote Speaker Should Make This Easy

Meeting planners already have enough details to manage. They shouldn't have to remember everything a speaker might need.

When working with a professional keynote speaker like Ryan Jenkins, the speaker should have a process for collecting this information.

Ryan provides clients with a Speaker Detail Document that keeps event logistics, audience information, content questions, AV needs, travel details, resources, and contacts in one place. He then uses a pre-event conversation to dig deeper into the audience and determine how to customize his content.

The planner brings the context.

The speaker should know which questions to ask.

Want to Start Planning Ryan's Keynote?

Tell Ryan's team about your event, audience, and the challenge you're trying to solve. They'll help determine the right topic and guide you through everything needed to create a successful event.

Click here to contact Ryan

Or contact Ryan’s team directly:
ashley@ryanjenkins.com
770-695-7204 | Call or text