You’ve just been tasked with finding an amazing keynote speaker for your event…in less than 30 days. Take a deep breath, we’ve got you covered. As a modern multicultural speaker bureau specializing in diversity and inclusion, IconEleven Speakers is here to share our proven strategies for urgent speaker booking without sacrificing quality.
Why Speed Matters in Speaker Booking
Before we dive into the how, let’s talk about why booking speakers on short notice is often necessary:
- Unexpected cancellations: Life happens, and sometimes speakers need to cancel at the last minute due to illness, travel issues, or personal emergencies. Having a plan B is crucial.
- Rapidly changing event needs: As your event evolves, you may realize you need a different type of speaker to better align with your goals or resonate with your audience. Pivoting quickly is key.
- Budget shifts: If additional funding becomes available close to your event date, you may have the opportunity to bring in a higher-profile speaker. Being prepared to act fast can make all the difference.
5 Steps to Secure Quality Speakers on Short Notice
Step 1: Define Your Ideal Speaker Profile
To find the right speaker quickly, you need a clear picture of who you’re looking for. Ask yourself:
- What topics/themes should they cover?
- What kind of experience and expertise are non-negotiable?
- What demographics are important for connecting with our audience?
- What speaking style and energy level will resonate best?
Having these criteria down saves valuable time when evaluating potential speakers.
Step 2: Leverage a Diverse Speaker Bureau
Working with a diverse speaker bureau like IconEleven gives you instant access to a curated selection of top-notch speakers from a wide range of backgrounds. Benefits include:
- Pre-vetted quality: Bureau speakers are experienced pros who consistently deliver engaging talks.
- Targeted recommendations: A good bureau will quickly grasp your needs and suggest the most relevant speakers.
- Turnkey logistics: From contracts to travel arrangements, bureaus handle all the details so you don’t have to.
Look for a bureau that specializes in the type of speakers you need – whether that’s diversity and inclusion experts, industry thought leaders, or motivational powerhouses.
Step 3: Get Creative with Your Network
While bureaus are a fantastic resource, don’t underestimate the power of your own network. Consider:
- Colleagues who have planned similar events and might have speaker recommendations.
- LinkedIn connections who are influential in your industry and could step in as speakers or provide intros.
- Past speakers who were well-received and might be available for an encore or able to suggest someone similar.
You’d be surprised how quickly the right speaker can materialize when you start asking around.
Step 4: Be Flexible on Format and Logistics
When time is tight, flexibility is your friend. Being open to alternative formats and logistics can significantly expand your speaker options:
- Virtual/hybrid options: Many great speakers are more available for virtual events or willing to beam in remotely to an in-person event. Venue logistics become a non-issue.
- Prerecorded content: See if speakers can provide a prerecorded version of their talk. You still get their expertise without wrangling schedules.
- Modified presentations: If a speaker doesn’t have their usual talk ready to go, ask if they can adapt an existing presentation or do an abridged version.
Step 5: Streamline Your Decision-Making Process
To nail an urgent speaker booking, you need a swift and decisive selection process. A few tips:
- Assign a single point person: Empower one person to lead the search and make the final call to avoid decision paralysis.
- Limit your options: Pick your top 3-5 candidates and move forward rather than getting bogged down exploring every possibility.
- Trust your gut: When a speaker feels right, go for it. Analysis paralysis is the enemy of quick decisions.
Swift Turnaround for Tight Deadlines: GATX’s Success Story
Event planners often find themselves racing against the clock to secure a speaker who fits their theme and audience. This was precisely the situation Daisy Guerrero, Sr. Recruiter / HR Generalist at GATX, faced when she reached out to us with a looming event date.
“My experience working with the team was great. I appreciated them working with us in a quick turnaround time to get us connected to a speaker.” — Daisy Guerrero, Sr. Recruiter / HR Generalist, GATX
With IconEleven’s swift assistance, GATX was able to lock in a quality speaker who resonated with their audience, even on a tight timeline. This is the kind of urgent speaker booking support we specialize in providing.
Don’t Let Tight Timelines Derail Your Event
When you’re up against the clock to book a speaker, it’s tempting to settle for whoever’s available. But a hasty decision can mean ending up with a mediocre speaker who doesn’t quite connect with your audience or advance your goals.
By following the steps we’ve outlined and partnering with a bureau specializing in diversity and inclusion, you can book speakers who will truly move the needle for your organization, even on short notice.
Need a speaker in the next 30 days? We’ve got you. IconEleven’s streamlined urgent booking process can get quality diverse talent on your stage fast. Fill out our Emergency Booking Form now, and we’ll send you a curated list of available speakers within 24 hours guaranteed.
Your audience deserves wow-worthy speakers. Don’t let tight timelines force you to compromise. With the right process and an expert partner like IconEleven, you can secure speakers who drive change, even when the clock is ticking.
Common Questions About Urgent Speaker Bookings
How Much Extra Does Rush Booking Cost?
Most importantly, urgent bookings typically range from 10-25% above standard rates. However, many of our experienced speakers maintain their regular pricing even for rush bookings. Therefore, we always work to find options that fit both your timeline and budget. Additionally, we can often negotiate better rates thanks to our strong speaker relationships.
What’s the Fastest Timeline for Booking a Speaker?
First and foremost, while we successfully arrange speakers within 72 hours, we recommend allowing 7-10 days whenever possible. Furthermore, virtual events move especially quickly since they eliminate travel logistics. Most importantly, our streamlined process ensures smooth execution regardless of timeline.
Can Last-Minute Speakers Still Deliver Excellence?
Absolutely! In fact, our pre-vetted speakers excel at quick turnarounds because they bring years of experience handling urgent requests, we implement immediate briefings and clear communication to ensure outstanding results. You’ll receive the same high-quality presentation as with standard bookings.
Do You Provide Backup Speaker Options?
Indeed, we maintain an extensive network of speakers who specialize in last-minute events, Every urgent booking includes multiple backup options. As a result, you can feel confident knowing we’ve covered all contingencies.
What Do You Need to Begin an Urgent Booking?
To start, we only need three key details: your event date, budget, and basic requirements. After that, our team springs into action, handling everything from speaker matching to expedited contracts, so you can focus on other event details while we secure your perfect speaker.
Ready to Book Your Speaker?
Contact IconEleven Speakers today, and we’ll match you with an outstanding speaker within 24 hours – guaranteed.
