Why Hiring the Right Speaker Matters

When you set out to hire a speaker, you’re doing more than filling a time slot, you’re setting the tone for your entire event. A great speaker can unify teams, strengthen company culture, and bring energy that carries beyond the closing applause. But even when you secure talented motivational speakers or top-tier keynote speakers, the smallest planning missteps can derail the potential impact.

At Journey Speakers Bureau, we’ve worked alongside hundreds of organizations and event planners across every industry, from Fortune 500 brands to emerging startups, and we’ve seen firsthand what separates a standing ovation from an average experience. Below are the most common event planner mistakes that can compromise even the most well-intentioned event, and how to avoid them.

Mistake #1: Only Wanting to Hire Local Speakers

Choosing a speaker nearby may seem like the practical route when you’re looking to hire a speaker. Local travel is simple, and there’s comfort in proximity. However, the assumption that local is always better can limit your options and, ultimately, the effectiveness of your event.

The goal isn’t to find the closest speaker, it’s to find the right one. A speaker who aligns with your company’s goals, audience, and message will always create greater impact than someone chosen purely based on location. Many experienced motivational speakers are open to flexible travel arrangements, hybrid delivery, or budget adjustments to fit your event.

When you open your search to a wider network, you also open the door to higher-quality expertise and storytelling that resonates. The difference between a “good fit” and a “perfect fit” can define the success of your event.

Better approach: Start by identifying your event goals and desired outcomes. Once those are clear, find the speaker who best fits your message and audience, even if that means looking beyond your zip code.

Mistake #2: Skipping or Delaying the Pre-Event Call

This might be the most underestimated mistake of them all. The pre-event planning call is where the real customization happens. Without it, even the most seasoned keynote speakers are flying blind.

Some event planners wait until the last minute, or skip the call altogether, thinking it’s optional. But this conversation is crucial. It’s where the speaker learns about your company culture, audience demographics, internal goals, and the emotional tone you want to strike.

Without that connection, the talk can feel generic, as if the speaker was “dropped in” rather than intentionally woven into your event. With it, the presentation feels seamless, like every story, example, and message was designed specifically for your team.

This call also allows both parties to clarify logistics and expectations, such as:

• Timing and format of the presentation.
• How to transition into or out of the speaker’s segment.
• Sensitive topics or language to avoid.
• How to integrate company messaging or branding naturally.

Better approach: Schedule the pre-event call at least three to four weeks in advance. Give your speaker all relevant information upfront, audience insights, event theme, and any special requests. You’ll see the difference when the audience feels like the message was built just for them.

Mistake #3: Keeping the Speaker a Surprise

It might seem like a creative twist to surprise your staff or audience with a speaker they weren’t expecting, but this tactic often backfires. A strong event starts with anticipation, not surprise.

When you hire a speaker, your goal is to build momentum and excitement before the event. Promoting your speaker in advance gives your audience a chance to connect with them early. When people recognize a speaker’s name, story, or expertise, they walk into the event already engaged and curious.

This pre-event familiarity builds trust and comfort. By the time the speaker takes the stage, the audience feels like they already “know” them, which leads to higher participation, more emotional connection, and, yes, standing ovations.

On the other hand, keeping the speaker a secret can lead to confusion or detachment. Audiences need context. Without it, they may not fully grasp why the speaker is there or how the message ties into the event’s purpose.

Better approach: Promote the speaker through internal emails, newsletters, or social posts in the weeks leading up to your event. Share a short video clip, a story from their career, or a highlight from their past engagements. It builds excitement, establishes credibility, and sets the tone for success.

Mistake #4: Poor Communication with the Speaker or Booking Manager

Once a speaker is confirmed, the communication shouldn’t stop, it should increase. A successful event relies on proactive, detailed, and consistent communication between the event planner, booking manager, and speaker.

In our experience, this is one of the top event planner mistakes that can cause avoidable stress on event day. Missing logistical details can throw off timing, preparation, and even the audience experience. Key points that often get overlooked include:

• Venue information: Where exactly is the event being held? Which entrance or room should the speaker use?
• Technical setup: What AV equipment is available, and who handles sound checks?
• Rehearsal time: Is there a scheduled walk-through or test session before the keynote?
• Event flow: Who introduces the speaker? Are there Q&A or breakout sessions afterward?
• Audience details: How many attendees, and what is their professional background?

Assigning a “day-of coordinator” or assistant who is copied on all communications ensures that the speaker has real-time support. That level of organization reflects well on the planner, smooths execution, and helps the speaker focus fully on the audience.

Better approach: Maintain a single thread of communication throughout the planning process. A week before the event, send a confirmation email summarizing all logistical details, including travel, hotel information, AV setup, and on-site contacts.

Why Avoiding These Mistakes Matters

When you avoid these pitfalls, you give your audience, and your speaker, the best possible chance for success. Speakers can deliver their best work only when they’re well-prepared, well-briefed, and fully connected to the purpose of your event.

Remember, when you hire a speaker, you’re investing in more than a presentation. You’re investing in a moment of transformation. The right preparation ensures that moment delivers on every level.

Organizations that prioritize communication, customization, and connection consistently see better feedback from attendees, higher engagement scores, and greater post-event momentum.

Questions Event Planners Should Ask Before Hiring a Speaker

Here are five essential questions to ask before booking your next motivational speakers or keynote speakers:

1. How do you customize your presentation for different audiences and event goals
2. What is your process for pre-event preparation and planning calls
3. Can you provide examples of measurable results or feedback from previous events
4. What specific support or materials do you need from us to ensure a great presentation
5. How can we best promote your appearance to build excitement with our audience

Why Book With Journey Speakers Bureau

The most successful events aren’t accidents, they’re the result of strategy, alignment, and preparation. By avoiding these event planner mistakes, you’ll build a smoother experience for both your audience and your speaker.

When you hire a speaker who aligns with your goals, maintains open communication, and is promoted effectively, you transform your event from a presentation into a moment of real impact.

And that’s what every planner wants: an event that doesn’t just impress but inspires.

When you book with Journey, you’re not just checking a box. You’re making an intentional choice to give your audience an unforgettable experience, supported by a bureau that values integrity, alignment, and results.

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