Working with visiting speakers – 9 tips

Over the past twelve months I’ve been on both sides of the visiting speaker divide. I’ve been touring my book, and running events that needed outside help.

Some churches have policies and budgets for speakers, but in youth work land, we easily neglect these in the wake of enthusiasm and last minute planning! I’ve had some truly wonderful, and some frankly weird encounters as a visiting speaker, so I thought I would share some top tips and little stories to help you get the most out of your visiting speaker.

1. Do your homework

Don’t just go for the biggest names as it’ll cost your whole budget, and they might not actually be the best voice for your groups. You could even end up compromising  ideal dates and venues to fit their busy schedules. You should look instead for what a speaker values; ask for feedback and listen to some of their recordings. Match the speaker to the people they are speaking to, not the topic.

I was asked at one event last year to talk about inner city ministry to disadvantaged urban teenagers from ethnic minorities. I winged it but there are so many people more qualified than me to talk on this topic.

2. Show your working

When sending an invitation to a speaker, specifically point to why you have asked for them. Share what traits they have displayed, or topics they have spoken on which you think will find synergy with your group. This is not about flattery (although it couldn’t hurt, right?), it’s about starting a conversation on the right track.

I’ve had people ask me to speak purely because they know I’ve written a book – but had no idea what the book was about. This proved awkward when the theory of youth work I proposed was dramatically different to events I was asked to speak at. Whoops!

3. Clearly communicate

Most visiting speakers are in some kind of full-time ministry, thus will have an ongoing calendar to juggle. For me that means I really appreciate a few months (not weeks or days) notice, and will want a reasonable picture of I’m speaking to, and for how long. Don’t just drop a speaker into a context they wouldn’t normally work with without very clearly defined and properly communicated expectations.

At another stop last year I was given forty minutes to talk, however, twenty-five minutes in it was clear that the room was confused and restless. Apparently fifteen minutes was the usual length but the person who mediated my visit wasn’t a regular at this service and hadn’t checked!

4. Give value

Use a speaker for what they are good at and are passionate about. They shouldn’t feel like a spare part or just another volunteer. Make sure it’s worth their time.

A vocational speaker puts a lot of heart, effort, and personal energy into a talk, and it’s harder for them because they don’t know the people they’re speaking to. Make sure they know that they have been used specifically, and picked with careful intention.

5. Decide on remuneration

This should at least cover expenses for travel and board, but it’s also important to consider a financial gift for their time. If I’m speaking for 30 minutes then I’ll probably put 5-8 hours total work into it. With this in mind when I’m running an event, I try to delegate 15-35% of the budget for speakers.

Some speakers have more established expectations than others. it’s better to ask in a frank and clear way early on – but with the attitude of wanting to bless, not wanting to save.

Note: If you plan on recording their talk and selling material with it in afterwards, then you need to get their permission to do so and factor that into your gift. I’m always frustrated when I discover a talk I gave is being sold when I didn’t even know I had been recorded!

6. Be realistic with your expectations

If your event starts at 6pm, don’t ask your speaker to be there with the setup team at 3pm to ‘meet people.’ If you want them to meet people then put on a dinner beforehand. There’s nothing more awkward for a speaker than wandering around a hall, trying to find ways to be useful (or just stay out of the way) for 90 minutes while it all gets set up. This is time your speaker would rather have been with their family.

With this comes realism and honesty. I attended several events last year where I was assured a large number of people, but only a handful would actually make it. 10 and 100 people are very different things. I would still have spoken at these events, but I would have changed my approach or format if I knew beforehand.

7. Ask for their requirements

Sound, projection, computers, adapters, tables, pens, seating arrangements, or helpers to hand things out are all helpful to discuss before a speaker arrives. I can’t tell you the amount of times I’ve arrived somewhere that didn’t have even a music stand for my notes. A speaker shouldn’t dictate the shape of your event, but you should talk clearly about what is available and how they usually work.

8. Say thank you

It’s important to value your speaker. You can give some helpful feedback, but mostly show your gratitude for their work. Visiting speakers are professionals so they can work with feedback and understand that people have different needs.

I try and give the ‘triple whammy’ of thanks: First, say thank you in the event publicly, which gives the whole group an opportunity to be a part of it. Second, say thank you to them personally, as the event organiser, when walking them to their car or dropping them off at the train station. Third, say thank you a day or two later, over email, highlighting the specific ways you think it was useful to the audience.

9. Don’t let them be a diva

You should value your speaker, but if you have given clear expectations in a timely fashion, then you should expect them to work within those parameters. You can’t change the shape of your whole event to fit them, and you can’t throw out your theology play book to accommodate something they’re playing with at the moment.

I once worked with a visiting speaker who was given 20 minutes, but spoke for almost an hour (mostly crying), until we interrupted and moved him off stage.

A speaker should ideally be there for the whole session to settle in well, understand the vibe, and talk to people afterwards. They shouldn’t nip out the back when their bit is over. Be clear and upfront, and hold them to the expectations you have agreed on.