Getting strong proposals for event speakers is a huge challenge. Many organizers are swamped with generic, low-effort submissions that don't fit their event's theme or audience. The secret to attracting high-quality speakers isn't just about a broad "call for speakers"; it's about providing clear, compelling Event Speaker Guidelines.
Think of your guidelines not as a list of rules, but as a roadmap for success. When you give speakers clear instructions, they can submit a polished, relevant proposal that shows they've done their homework. This not only makes your life easier during the selection process but also elevates the quality of your event's content.
This blog post will walk you through how to write speaker guidelines that filter out the noise and bring in the top-tier talent you need.
Why Your Speaker Guidelines Are So Important?
Your speaker guidelines do two main things: they inform and they inspire.
They Inform: They tell potential speakers exactly what you want and need. This helps you avoid wasting time on proposals that don't fit. It's the first step in improving speaker submissions by setting clear expectations.
They Inspire: Great guidelines don't just ask for information; they sell your event. They explain your mission, audience, and the value the speaker will gain from being part of your event. This helps attract speakers who genuinely care about your cause and audience, leading to stronger, more passionate proposals.
The Key Parts of Your Speaker Guidelines
A successful set of guidelines should be detailed but easy to follow. Here are the must-have sections for a strong Event Proposal Guidelines document.
1. The "Why" and "Who"
Start by clearly defining your event's purpose and audience.
Event Mission/Theme: What is the main idea of your event? What problem are you trying to solve for attendees? Be specific. Instead of "a tech conference," say "a conference focused on practical AI solutions for small businesses."
Target Audience: Describe your audience in detail. What is their job title? What are their pain points? What do they hope to learn? This helps speakers tailor their Speaker Proposal Tips to your specific crowd.
What's in it for the Speaker?: Don't forget to highlight the benefits. Will they get a free ticket? A professional headshot? Exposure to a large audience? A chance to network with industry leaders?
2. The Submission Requirements
This is the core of your guidelines. Be very clear about what you need.
Session Formats: List the different types of sessions you're accepting. Are you looking for keynotes, workshops, panel discussions, or lightning talks? For each one, include the exact length (e.g., 45-minute talk, 90-minute workshop). This is a vital part of conference speaker instructions.
Content Requirements: This is where you can be a little demanding (in a good way!).
Originality: Ask for a statement that the content has not been presented elsewhere. This helps you avoid recycled talks.
No Sales Pitches: Make it crystal clear that your event is about valuable content, not selling a product.
Learning Objectives: Request that speakers list 2-3 key takeaways. What will the audience be able to do after their session that they couldn't before? This forces speakers to think about audience value and provides a strong measure for your review team.
Submission Fields: List every single piece of information you need from the speaker, such as:
Session Title (short and catchy)
Session Description (a brief, clear summary for attendees)
Speaker Bio (a concise professional summary)
Contact Information and Social Media Handles
Links to Previous Speaking Engagements (a video link is gold)
3. The Timeline and Process
Be transparent about what happens after a speaker hits "submit." This shows respect for their time and effort.
Deadlines: State all important dates, including the submission deadline, when speakers will be notified of their status, and when final materials (slides, etc.) are due.
Review Process: Briefly explain how you'll evaluate proposals. Will a committee review them? Will you use a scoring system?
Contact Information: Provide a single point of contact for any questions. This prevents speakers from emailing multiple people and keeps communication organized.
Sample Language and Examples
Using strong, clear language is key. Here are some examples you can adapt for your own guidelines.
For the "Why": "Our event is designed to empower tech leaders with actionable strategies for building diverse and inclusive teams. We're looking for speakers who can share real-world successes and failures, not just theory."
For the "No Sales Pitches" rule: "Your talk should be focused on providing value. Any session that feels like a product demo will not be accepted. Instead, share a case study or a proven framework that attendees can use in their own work."
For Learning Objectives: "In your proposal, please provide at least two measurable learning objectives. For example: 'Attendees will be able to create a content calendar in under an hour using the framework presented' or 'Attendees will learn three methods for negotiating a higher salary.'"
Making Your Guidelines Stand Out
To truly attract the best submissions, go the extra mile.
Create a Visual Guide: Design a simple PDF or a web page with clean formatting. Use bold text and bullet points to make the information easy to scan. A messy, text-heavy document suggests a disorganized event.
Provide an Example Proposal: Show, don't just tell. Include a sample of what a perfect submission looks like, including a great title, description, and learning objectives. This is one of the most powerful tips for writing speaker letters because it gives a concrete example.
Talk to Your Community: Before you even write the guidelines, ask your target audience what topics they are most interested in. You can also reach out to past attendees to get their input. This ensures your event's content will be relevant and exciting.
By creating a set of thoughtful, well-written guidelines, you're not just making your own job easier. You're building a reputation as a professional, organized event that values its speakers and attendees. This attention to detail will help you improve speaker submissions and, in turn, create a truly memorable event.
