Planning a Special Event and Speaker Checklist

Oct 27, 2023


Are you looking to plan a special event and searching for the perfect speaker to make it memorable? Look no further! Marketecs is here to help you with a comprehensive checklist that will guide you through the entire process. From event planning to choosing the right speaker, we've got you covered.

Event Planning

Before diving into the speaker selection, it's crucial to lay a solid foundation for your special event. Here's a checklist to ensure everything is in place:

Define Your Event Goals

  • Clearly outline the objectives you want to achieve with your event.
  • Identify the target audience and ensure the event aligns with their interests.
  • Set realistic expectations for attendance, engagement, and desired outcomes.

Create a Budget

  • Estimate the overall cost, considering venue, catering, marketing, and speaker fees.
  • Allocate funds accordingly, ensuring a balance between quality and affordability.

Choose a Memorable Venue

  • Consider factors such as accessibility, capacity, and the ambiance of the venue.
  • Ensure the venue aligns with the event theme and creates a positive impression.
  • Make reservations well in advance to secure your desired location and date.

Develop a Marketing Plan

  • Identify the target audience and tailor your marketing efforts accordingly.
  • Utilize various channels like social media, email marketing, and press releases.
  • Create engaging content that highlights the unique aspects of your event.

Selecting the Ideal Speaker

Once your event planning is on track, it's time to find a speaker who can captivate your audience. Consider these essential steps:

Research Potential Speakers

  • Look for speakers who specialize in your event's industry or topic.
  • Research their backgrounds, expertise, and speaking experience.
  • Read reviews, watch videos, and assess their ability to engage and inspire.

Determine Speaker Requirements

  • Consider the length of the presentation and the specific content you require.
  • Evaluate if the speaker's style aligns with your event's tone and audience.
  • Clarify any additional requirements, such as audiovisual equipment or handouts.

Review the Speaker's Availability

  • Contact potential speakers and inquire about their availability for your event date.
  • Consider alternative dates in case your first choice is not available.
  • Ensure you book your preferred speaker well in advance to secure their participation.

Negotiate and Finalize Details

  • Discuss speaker fees, including any travel or accommodation expenses.
  • Review contracts and agreements to avoid any misunderstandings.
  • Confirm logistics, including travel arrangements, presentation requirements, and dress code.


With this comprehensive checklist, you are well-equipped to plan a special event and choose the perfect speaker. Marketecs understands the importance of a successful event, and we are here to support you every step of the way. Remember, careful planning and a captivating speaker can make your event truly remarkable and leave a lasting impression on your attendees.

checklist for planning a special event and speaker
David Lichtneger
Thanks for sharing this helpful checklist! It's a great resource for anyone planning a special event and looking for a speaker.
Nov 9, 2023
Frank Piff
Thank you for sharing this checklist! It's really helpful and gives me peace of mind when planning my event.
Nov 7, 2023
Jan Walker
Great checklist for planning an unforgettable event with a speaker!
Nov 4, 2023