The Speaker Briefing Playbook
Gail Davis, 20 November 2025
Great events happen when planners and speakers are fully aligned. The fastest way to get there? Intentional conversations.
Asking a speaker a few key questions before your event can change everything from tone and messaging to audience engagement and overall impact.
CHALLENGE
It’s common to have at least one call with the speaker before your event. However, the real challenge is having these calls without solid objectives, strategy, or intention behind them.
Speakers need to understand your goals, the message you want reinforced, the tone you need struck, and the sensitivities they must navigate. Without a deeper, intentional conversation, the speaker walks away with only half the picture - and your event loses the opportunity for true alignment.
TYPICAL METHOD
Most people think: a pre-event call is just another box to check in the weeks leading up to the event. Planners are juggling attendee travel, finalizing F&B, and managing countless moving parts so the goal of the call can easily slip into “show up, say hi, and make sure the speaker knows our company.”
But this mindset leaves value on the table.
RECOMMENDATION
But the truth is: these calls are a critical opportunity to give the speaker the exact information they need to deliver a stellar presentation. Without preparation or intention, planners miss the chance to clarify sensitivities or ensure the message truly resonates with the audience. These calls build clarity, chemistry, and shared expectations - the ingredients of a message that actually lands.
Pre-Event Calls
These calls are held after you’ve gone to contract with the speaker and are closer to the event for better accuracy and recall. This call is designed to fine-tune the experience and update the speaker on what’s changed since the initial booking.
Key details to share:
- Organizational wins, losses, or market shifts
- Your theme and why you chose this speaker
- Timeline constraints or production must-knows
- Off-limit topics or sensitivities
- Leaders they should acknowledge
- Unique audience dynamics (translation needs, global attendees, etc.)
This is also when you say: “We loved this story or takeaway from your materials - please include it in the keynote.”
Intentional calls create stronger content, smoother events, and better outcomes for your audience.
ACTION STEPS
✅ Schedule the call one to two months before your event: Build it into your event timeline from day one.
✅ Come prepared: Bring an agenda, key questions, and honest concerns.
✅ Trust the partnership: The best events happen when you and your bureau row the boat together in the same direction.
Insider Tip: The Occasional Pre-Booking Call
Think of this as a quick interview with the speaker before you go to contract. While these are not common, there is a time and a place that they make sense. This is where you can be candid about uncertainties, goals, or concerns.
Key questions to ask:
- How do you customize your message?
- What do you need from us to tailor content?
- What formats or audiences are your best fit?
- Here’s where we’re unsure - being candid with the speaker can help avoid buyer's remorse and get on the same page
Not sure when a pre-booking call makes the most sense? Your GDA agent can help you identify the moments where it adds real value.