Speaker and Host Pre Decision Meeting Guide

Prior to the meeting, confirm who from your organization will attend and clarify each participant’s role in the decision process. Align on your event goals, the audience profile, and the outcomes you want the speaker to help achieve. Review the speaker’s biography, expertise, and previous presentation topics so your team arrives informed and focused. Prepare a shared list of questions in advance and ensure alignment on priorities such as budget, session format, and scheduling.

Team Preparation

Confirm who from your organization will attend and clarify each participant’s role in the decision process.
Hold an internal debrief before the meeting to align on desired topics, learning outcomes, and session objectives.
Prepare a shared list of questions and ensure alignment on priorities such as budget, session format, and scheduling.
Encourage your team to provide questions and insights on each speaker before the meeting.
As a team, review the speaker’s biography, expertise, and past topics so your team arrives informed.

Team Preparation & Meeting Flow

Confirm who from your organization will attend and clarify each participant’s role in the decision process.
Align on event goals, the audience profile, and the outcomes you want the speaker to achieve.
Review the speaker’s biography, expertise, and past topics so your team arrives informed.
Prepare a shared list of questions and align on priorities such as budget, session format, and scheduling.
Keep the meeting to 30 minutes unless extended time is agreed upon.
Ensure all decision-makers and key team members are present.
Hold an internal debrief before the meeting to align on desired topics, outcomes, and session objectives.
Begin the meeting by introducing participants, their roles, and their connection to the event.
Provide the speaker with an overview of the event purpose, audience profile, and topic themes.
Share relevant challenges the audience or industry is facing.
Invite the speaker to describe their approach, highlight experience with similar audiences, and outline how they would shape the session.
Ask follow-up questions and provide additional details to help the speaker tailor their proposal.

Strategic Questions for the Team Meeting

What is the single most important takeaway we want for our audience?
What aspects of the topic or any other topics should be deepened for practical application?
Should the speaker connect their presentation to current initiatives or goals?
Do we want real-life examples or case studies included?
What essential information must we share to help tailor the content?
Are there sensitive areas or boundaries to communicate in advance?
What tone, style, and format will best engage our audience?
Should the session include calls to action, interactivity, or follow-up activities?
What is critical for our audience’s learning style and preferences?
How will we measure the success of the session?
Would supplemental resources such as recordings, worksheets, or pre-reading be valuable?
What else could the speaker provide to maximize engagement and impact?

Speaker Pre Decision Meeting Flow Recommendations

Keep the meeting to 30 minutes unless extended time is agreed upon.
Ensure all decision-makers and relevant team members are present.
Begin the meeting by introducing participants, their roles, and their connection to the event.
Provide the speaker with an overview of the event purpose, audience, and topic themes.
Share relevant challenges the audience or industry is facing.
Invite the speaker to describe their approach, highlight past experience with similar audiences, and outline how they would shape the session.
Ask follow-up questions and provide details that will help the speaker tailor their proposal.

Strategic Questions to Guide the Conversation with the Speaker

How familiar are you with our organization, audience, and industry?
What experience do you have presenting on these topics to similar audiences, and what lessons from past sessions apply here?
How would you adapt your content to our audience’s profession, industry, and knowledge level?
What do participants typically take away, and how do you ensure those outcomes are actionable?
How do you engage the audience, and what interactive techniques do you use?
How do you customize content to align with our goals and current initiatives?
What is your process for refining and preparing content to fit the session duration?
How do you measure success during and after the session?
How do you manage Q&A to provide value and maintain flow?
How do you ensure tone, style, and delivery resonate with our audience?
What can we do in advance to support your preparation?
Can you provide post-event resources or follow-up materials to reinforce key messages?

After the meeting with each speaker

Summarize key points and document answers to prepared questions.
Use a rating format for team members to assess the speaker’s content, delivery, and relevance.
Share notes and ratings with all participants for transparency.
Allow 24–48 hours before debriefing to give time for reflection. In the debrief, have each team member share positive attributes, concerns, and top selections.
Review reasons for eliminating other speakers and note any future potential.
Vote on the final choice, document results, and present to leadership for confirmation. Identify any outstanding follow-ups to confirm alignment before booking.