Call for Speakers

How to run a call for speakers, step by step

Most of the work is done before the call opens. Decide these things first, then open it.

1. 1

   Define what you are looking for

   The theme, the audience, the session formats you need (keynote, talk, panel, workshop) and how many slots each. Applicants cannot meet a need you have not stated.

2. 2

   Set the timeline backwards

   Work back from the event date: speakers confirmed, selection finished, the call closed, the call opened. Leave time for decisions and for speakers to say no.

3. 3

   Build the submission form

   Ask for what you need to judge a proposal, and nothing else. A long form deters the best applicants.

4. 4

   Decide the selection method

   Who reviews, what the criteria are and how ties are broken. Agree the scoring sheet before you read the first proposal.

5. 5

   Promote the call

   Post it on your site, send it to past speakers and partners, and ask your network to share it. The call is only as good as the pool it reaches.

6. 6

   Review and select

   Score each proposal independently, then meet to decide. Balance the agenda for topics, formats and who is speaking.

7. 7

   Reply to everyone

   Send acceptances with next steps and send a kind, prompt decline to the rest. Keep a waiting list.

8. 8

   Confirm and brief speakers

   Confirm in writing, collect bios, photos and technical needs, and share dates for rehearsals.

A call for speakers timeline

The weeks below are counted back from the event date. Compress them for a smaller event, but keep the order.

What to ask applicants

Ask enough to judge the talk and the person, and keep it to a few minutes to fill in. These are the usual fields:

• Session title and a short description

  Limit the description to a set number of words, so every proposal is judged on the same footing.

• Three things the audience will learn

  A clear statement of takeaways separates a plan from a topic.

• Session format and length

  Talk, panel, workshop or demo, with the time needed.

• Speaker bio and links

  Two or three sentences, and a link to a previous talk or video if there is one.

• Who the session is for

  Level and role of the intended audience.

• Previous speaking experience

  Optional, and not a reason to reject first-timers if the proposal is strong.

• Needs and availability

  Technical or accessibility needs, travel and dates.

• Terms

  Whether speakers are paid, whether travel and registration are covered, and the right to record.

Selection criteria and scoring sheet

Scoring each proposal against the same criteria makes decisions fairer and easier to explain. Reviewers score on their own first, then discuss.

SPEAKER PROPOSAL SCORING SHEET
Event: [Name]   Reviewer: [Name]   Date: [Date]
Proposal: [Title]   Speaker: [Name]

Score each from 1 (weak) to 5 (strong).

RELEVANCE: Does it fit our theme and audience?   Score: [ ]
VALUE: Will attendees learn something they can use?   Score: [ ]
CLARITY: Is the proposal specific, with clear takeaways?   Score: [ ]
ORIGINALITY: Is the angle fresh, or something we have not heard before?   Score: [ ]
SPEAKER: Does the bio or sample suggest they can deliver it?   Score: [ ]
FIT: Does it add to the mix of topics and formats on the agenda?   Score: [ ]

TOTAL: [ ] / 30

CONFLICTS: Is this a sales pitch for a product or service?   [Yes / No]
DIVERSITY OF VOICES: Does the speaker add a perspective we are missing?   [Notes]

DECISION: [Accept / Waiting list / Decline]
Comments: [A line the team can use when replying]

A call for speakers text to copy

Use this as the web page and the email. Put the deadline in the subject line.

Subject: Call for speakers: [Event name], [Date], [City or Online] (closes [deadline])

We are looking for speakers for [Event name], hosted by [organization] on [date] at [venue or online]. The event brings together [who attends] to [what the event is about].

WE ARE LOOKING FOR SESSIONS ON
- [Topic 1]
- [Topic 2]
- [Topic 3]
We also welcome other ideas that fit [theme].

SESSION FORMATS
[30-minute talks, 60-minute workshops, panels of 3 or 4 people.]

WHAT WE OFFER
[Complimentary registration / travel support / honorarium / recording shared with you: say exactly what is included, or say there is none.]

HOW TO APPLY
Submit a proposal here: [link]. We ask for a title, a description of up to [number] words, three takeaways for the audience, and a short speaker bio.

TIMELINE
Call closes: [date]
Decisions sent: [date]
Event: [date]

WHO WILL SELECT
Proposals are reviewed by [a panel of names or roles] against relevance, value to the audience, clarity and originality. We reply to every applicant.

Questions: [Email]

We look forward to reading your ideas.
[Name], [Organization]

Replying to speakers

Every applicant deserves an answer by the date you promised. Acceptances should state the session, time if known, what happens next and the deadline for confirming. Declines should be short and kind, say that the volume was high and invite them to apply next time. If you can, add one line of feedback.

Calls for speakers and papers on Eventdex

Eventdex describes a Call for Papers process on its health and university pages, for abstracts and papers. The pages state it as:

• Your own submission form

  Customize the look and feel of the form and collect only the information you need.

  Eventdex for health events

• Review and move to the agenda

  Review submissions and add only the accepted ones to the agenda.

  Eventdex for university events

• The agenda itself

  The accepted sessions appear in a customizable agenda, shared in the Eventdex event app.

  Event mobile app