Speaker Meetings Lead to Success

At Reach Partners, we’ve come to rely on speaker meetings as one of the most valuable steps in preparing for a successful event. In fact, we recommend holding speaker meetings prior to every conference.

A typical speaker meeting includes someone from the Reach Partners team, the speaker or panelists, and at least one representative from our client’s team who serves as the content expert.

Speaker Meeting Purpose
At its core, the speaker meeting is about alignment.
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First, it gives everyone a chance to meet, in person or over Zoom. This initial connection goes a long way in building comfort and collaboration before the event.

From there, we walk through the details that matter most: who the audience is, what they care about, and what they’ll have already experienced by the time this speaker takes the stage. We also clarify expectations around format, whether slides are encouraged, how much time is allotted, and how (or if) a Q&A will be handled.

Just as important, we share local or industry-specific context that can help shape the message. We had a client with strict funding guidelines who needed speakers to avoid any form of policy advocacy.  And sometimes, what not to say is just as critical as what to include. We’ve had clients request that a comedian avoid joking about the weather during a winter event, something the audience already knows all too well.

Finally, speaker meetings create space to address logistics. Even if information has already been shared, reviewing key details like travel, lodging, and venue specifics helps reduce last-minute questions and unnecessary back-and-forth.

A Real-World Example
I recently attended a multi-day conference where Kristi Huber of Perspective Shift Consulting was speaking on the second day. Shortly after she arrived, Kristi asked if we could chat for a few minutes. We stepped into a quiet hallway, and she began asking questions about the audience: who they were, where they were in their careers, and what had already been covered.

In other words, she was looking for exactly what a speaker meeting would have provided.

Reach Partners didn’t plan the event, but Kristi knew I could answer her questions. We had a quick, informal “speaker meeting” right there in the hallway. While she didn’t overhaul her presentation, she made small adjustments that helped her message land more effectively. She had better context and that made a difference.

I ran into Kristi recently, and she mentioned how helpful our conversation had been. It was a simple reminder: even a few minutes of alignment can make a difference.

Tips for Scheduling Speaker Meetings
Of course, coordinating these meetings can be challenging, especially for panels. Aligning multiple schedules isn’t easy, but whenever possible, panelists should meet at the same time. That time together is essential for confirming flow, roles, and how the session will be moderated. And yes, the moderator should absolutely be part of that conversation.

From a planning perspective, speaker meetings don’t have to be complicated, but they do require intention. It’s a simple system, but it keeps the process organized and efficient.

I start by blocking time on my and the client's content expert’s calendars for when speaker meetings will take place. Depending on the number of speakers, this might span a few mornings or afternoons about a month before the event.

From there, I use a scheduling tool like Calendly to offer speakers a selection of 30- to 45-minute time frames. After all meetings are scheduled, I remove unused hold times so calendars are freed up for other work.
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Great events start with well-prepared speakers. Speaker meetings are designed to set everyone up for success. Do you have an upcoming event? We can help your speakers bring their best.
 
– Anita