What Is a Guest Speaker and How to Find the Perfect One for Your Event

When organizing an event, finding the right guest speaker can make all the difference. A guest speaker adds depth, authority and excitement to your event. But what exactly is a guest speaker and how can you ensure you’re picking the right one?

I’m Beth Sherman, an award-winning keynote speaker, and the goal of this guide is to help you to understand the role of a guest speaker, how to find them, and how to collaborate with them to get the best possible outcome for your event.

Understanding the Role of a Guest Speaker

What Does a Guest Speaker Do?

A guest speaker typically gives a talk or presentation on a topic of interest to the audience. This could be anything from motivational speaking to sharing industry-specific knowledge or personal anecdotes. The goal is to educate, inspire, or entertain the audience - or ideally, all three — and to offer a unique perspective they might not otherwise get.

After the the event, your audience should be able to clearly articulate how the speaker’s presentation will make them think, feel or act differently moving forward.

Why Are Guest Speakers Important?

Guest speakers are crucial for events because they add credibility, attract more attendees and make your event more engaging. Their presence boosts the event’s overall value by introducing new ideas, expertise and viewpoints, making the content more dynamic and appealing to a wider audience.

What Can You Learn from a Guest Speaker?

Guest speakers can speak on all types of topics, from humor as a business tool to forensic leadership from a military perspective to artificial intelligence to personal development and motivation.

The best speakers didn’t start out as speakers. They built careers and risen to the top of their fields, and now they speak to share the lessons they’ve learned.

By bringing in an expert, you’re giving your audience access to knowledge that can shape their future decisions. Whether they’re learning how to tackle a challenge or gain insight into a new perspective, the value of an outside guest speaker’s insights is immeasurable.

Finding the Right Guest Speaker

How to Find a Speaker for an Event

Start by identifying the key themes and goals of your event. Think critically about how you want your attendees to think, feel, or act differently as a result of the speaker’s presentation.

If you’d prefer pure entertainment, or a bit of information wrapped in entertainment, that’s fine - and important to know so you can choose the right speaker.

You can search speaker bureaus, ask for recommendations, or check out past events to see who’s resonated with similar audiences. Finding someone who matches your needs and values is the key to ensuring a successful presentation.

If you see a speaker you’re interested in on a speaker bureau website, you can also reach out through the bureau or to the speaker directly. Reputable speakers will have their own website and likely be active on LinkedIn.

How to Approach a Guest Speaker

When you’ve identified the ideal guest speaker, it’s time to reach out. Don’t be shy! Speakers love what they do and credible speakers will be happy to have a no-obligation discovery call to find out about you and your event. If they don’t feel like they’re right for the event, they’re also a great source

Be clear about your event’s goals, audience and expectations. Have a conversation directly with the speaker to discuss goals for the event, as well as key details like dates, timeframes and compensation.

And remember, speakers speak because they love what they do and are passionate about the knowledge they share. Often, pricing is flexible. Even if you’re worried that a speaker might be out of your price range, get in touch with them. It’s a negotiation. There may be other forms of compensation available to make up the difference so that both parties get what they need.

If you can’t come to an agreement, good speakers will still look at at the conversation as an opportunity to build a long-term relationship. Your event may not be able to afford them this year, but there’s always next year, and the year after.

Preparing to Introduce Your Guest Speaker

How to Welcome a Guest Speaker

Please ask the speaker how they would like to be introduced!

Most speakers have an introduction they prefer because they’ve written it to strategically support the message they’re about to deliver. Often they’ll have a dedicated page on their website with material for bookers that includes their stage intro, downloadable photos and bios for our promotional material.

If a speaker gives you their introduction, use it as-is. (if you’re unsure, certainly feel free to ask if there’s flexibility, but generally, it’s been written that way for a reason.

If they leave the intro up to you, make it short and sweet. Under 30 words, ending with the speaker’s name. “Please welcome ______.”

Focus on their qualifications and achievements. Acknowledge their experience and the value they’re bringing to your event. Make sure the audience understands why this speaker was selected and what they can expect to learn from the session.

How to Present a Guest Speaker

Presenting your guest speaker should feel natural and engaging. Introduce them with energy and enthusiasm, while making sure to touch on key details like their credentials, achievements and the topic of their speech. This is your moment to boost their credibility and get the audience excited.

How Long Should a Guest Speaker Talk?

The length of a guest speaker’s talk depends on the type of event and the audience. Generally, aim for between 20 to 45 minutes for the presentation, leaving enough time for a Q&A session afterward. If the talk is too short, it might not provide enough value; too long and it could lose the audience’s attention.

On your initial discovery call, after you’ve explained the event, it’s always best to ask the speaker what length and format they think would be best, given the circumstances.

Tips for a Successful Guest Speaker Session

Engaging the Audience

Make sure your guest speaker has an opportunity to connect with the audience. Encourage interaction through Q&A sessions, polls, or discussions. Have the emcee lead a short Q&A afterwards. Let the audience know if the speaker will be staying for lunch or networking later in the day. The more engaged the audience is, and they more access they have to the speaker afterwards, the more they’ll take away from the session.

Aligning the Speaker’s Message with Your Event Goals

Ensure that the guest speaker’s content aligns with the overall goals of your event. Whether it’s educating, motivating, or inspiring the audience, make sure their message complements the theme of your event. This creates a cohesive experience that will resonate with attendees.

Conclusion: Maximizing the Impact of Guest Speakers

Guest speakers can be a game-changer for your event, providing value, engagement and fresh perspectives. With the right planning, the right speaker and effective preparation, you can maximize their impact and leave a lasting impression on your audience.

A speaker who might be right for your event

I deliver high-energy keynotes packed with laughter, insight and practical strategies. My area of expertise — humor as a tool not simply for laughs, but for connection, persuasion, and impact — draws delegates to the room and adds life to dry conferences. Audiences leave with a humor toolkit they can use to build rapport, diffuse tension, and communicate with clarity and confidence.

Book a free discovery call or browse my talks and credentials here.