Speaker Outreach

GATE: Confirm the brief before building outreach materials.

Phase 2: Plan

Speaker Wishlist

## Speaker Targets (Prioritized)

### Tier 1: Dream Speakers (5-8)
- [Name] — [Why they fit] — [Connection/intro path]

### Tier 2: Strong Fit (10-15)
- [Name] — [Why they fit] — [Connection/intro path]

### Tier 3: CFP Candidates
- Open call for proposals to community, past attendees, industry networks

Speaker Package Summary

## What We Offer Speakers
- Audience: [X attendees, demographics]
- Format: [Session length, Q&A, recording]
- Compensation: [Fee / travel / hotel / ticket / recording rights]
- Promotion: [How we promote speakers — email, social, website]
- Experience: [Speaker lounge, dinner, networking access]
- Content rights: [Speaker retains rights / shared / event owns]

GATE: Present the speaker wishlist and package for approval.

Phase 3: Write

Outreach Email Template

Subject: Speaking invitation — [Event Name] [Date]

Hi [Name],

[Personal connection — how you know them, reference their recent work, or mutual connection. 1-2 sentences.]

I am organizing [Event Name] on [Date] in [Location/Virtual], and I would love to have you speak.

**The event:** [One-sentence description of the event and its purpose]
**The audience:** [X] [audience description — role, level, what they care about]
**Your session:** [Proposed topic or "I'd love your take on [theme area]"] — [format and length]

**What we provide:**
- [Compensation item 1]
- [Compensation item 2]
- [Compensation item 3]

**What we need from you:**
- [Session title and description by [date]]
- [Slides/materials by [date]]
- [Brief tech check before the event]

[Specific reason why THEY are the right speaker for THIS audience. 1-2 sentences.]

Would you be interested? Happy to share more details or jump on a quick call.

[Signature]

Follow-Up Sequence

**Day 0:** Initial outreach email
**Day 5:** Follow-up #1 — brief, add social proof ("We've confirmed [Speaker X] and [Speaker Y]")
**Day 12:** Follow-up #2 — offer flexibility ("Would a panel or fireside chat format work better?")
**Day 20:** Final follow-up — graceful close ("I know you're busy — if this round doesn't work, I'd love to keep you in mind for next time")

Speaker Agreement

## Speaker Agreement — [Event Name]

**Speaker:** [Name]
**Session:** [Title, format, length]
**Date/Time:** [When]

**Event provides:**
- [Compensation details]

**Speaker agrees to:**
- Deliver an original presentation on the agreed topic
- Submit title, description, and bio by [date]
- Submit slides or materials by [date]
- Complete a tech check by [date]
- Allow recording for [replay period / attendee access / permanent]
- Promote the event to their audience [optional but appreciated]

**Cancellation:** If either party must cancel, [X days] notice is required.

Signatures: _____________ Date: _______

Phase 4: Polish

1. Outreach Tracking

| Speaker | Tier | Date Sent | Response | Follow-Up | Status | Notes |
|---------|------|----------|----------|-----------|--------|-------|

2. Outreach Checklist

- [ ] Email is personalized (not a template blast)
- [ ] Specific topic or theme area is suggested
- [ ] Compensation is clearly stated
- [ ] Audience profile is compelling and specific
- [ ] A clear next step is offered (reply, call, form)
- [ ] Follow-up dates are scheduled
- [ ] Mutual connections are leveraged for warm intros where possible

3. Speaker Confirmation Workflow

Once a speaker accepts:

1. Send formal confirmation email with all logistics
2. Add to event website and marketing materials
3. Send speaker agreement for signature
4. Schedule tech check or prep call
5. Add to speaker communication channel (email thread or Slack)
6. Send deadline reminders for materials

Example 1: Business Conference Speaker Outreach

Subject: Speaking invitation — Scale Summit, October 15 in Austin

Hi Jordan,

Your LinkedIn series on pricing strategy for service businesses has been a huge hit in our community — the "triple your rates" post alone had 200+ comments.

I am organizing Scale Summit on October 15 in Austin, and I'd love you to lead a 30-minute session on pricing for solopreneurs.

The audience: 200 service-based solopreneurs earning $5K-$20K/month
We provide: $500 speaker fee + hotel + event access + professional recording of your talk

Example 2: Virtual Summit Speaker Outreach

Subject: Would you join 12 experts at the AI Business Summit?

Hi Priya,

Your recent podcast episode on AI automation for small teams was exactly what our audience needs to hear.

I am hosting the AI Business Summit (virtual, November 8-9) and I'd love you to present a 20-minute session on practical AI implementation.

The audience: 500 solopreneurs exploring AI tools for the first time
We provide: Promotion to our 15,000-person email list + full recording rights + affiliate commissions on VIP sales

Anti-Patterns

• Mass-blast outreach — speakers can spot a template. Personalize every email with a specific reference to their work.
• No compensation clarity — "We'll discuss compensation later" makes speakers assume there is none. State it upfront.
• Vague topic requests — "Speak about whatever you want" puts the burden on them. Suggest a topic area.
• No audience information — speakers want to know who they are speaking to. Include size, demographics, and experience level.
• Outreach too close to the event — good speakers book months in advance. Start outreach 4-6 months out for in-person, 2-3 months for virtual.
• No follow-up — busy people miss emails. A polite follow-up at 5 and 12 days doubles your response rate.

Recovery

• Top-choice speakers decline: Move to Tier 2 immediately. Ask the declining speaker for a referral — "Is there someone in your network who would be great for this?"
• Cannot offer speaker fees: Lead with audience value, recording rights, promotion, and experience. Many speakers accept for audience access alone.
• Speaker confirms then ghosts: Have backup speakers identified for every slot. Send a check-in email 30 days and 7 days before deadlines.
• Too many speakers for available slots: Create a waitlist for next year. Offer declined speakers a panelist or workshop facilitator role instead.