The best virtual summits foster dynamic conversations through the careful curation of diverse voices and thought leadership.

By sharing ideas and viewpoints, attendees gain valuable knowledge and build connections, making the event both stimulating and rewarding. Knowing this, it's probably easy to understand why the best virtual summits start with an incredible strategy for speaker research and onboarding!

Once you know your summit theme, the audience you are targeting, and the session you need to deliver- your next step is to curate a list of possible speakers who can help you build this virtual summit by teaching specific topics in their video sessions. 

Think of it like this...

You're planning a road trip from Point A to Point B- where you'll be taking your attendees on a journey with a BIG transformation... and each pit stop along the way is one amazing speaker who can help them along the way. 

In this blog, I want to take you through how 

How to Start Speaker Outreach For Your Summit 

Your job as a virtual summit host is to find the right people for the right sessions. And this starts with doing your research. 

I always start this off by making a giant list of everyone that pops into my head or on my screen as an option. If they speak, teach, or offer any content related to your virtual summit theme and more specifically the topics you identified as needing for your BIG transformation - then write them down and start here. 

Once you have the giant list, sort through it with people who would be the best fit and most likely to participate. Dig deeper into their offers, content, and past speaking engagements to understand exactly what topic is the perfect fit. 

I also like to make note of any freebies I find, their most popular social network for promotion, and any paid offers that would be a great fit for the attendees (especially if you're going to be offering a virtual event marketplace)!

Find a way to keep track of this information or use our Ultimate Event Organizer which has all the tabs you need to stay organized each step of the way! (Click here for the Ultimate Event Organizer, or click here to grab our Summit Host Starter Kit- which includes the Organizer and so much more!)

Speaker Outreach Process

Once you know who to pitch and why they are the perfect person to deliver the topic you've chosen, it's time to move into pitching. Here's a breakdown of the outreach process with a focus on relationship-building and streamlining for success:

1. Crafting the Perfect Pitch

• Make it Perseonal: Start with more than a generic 'Hey There". Include a personal connection for each potential speaker that draws in their attention and shows you know what you're doing!
• Focus on the "Why": Why are they the ideal person to address your summit theme?  Demonstrate that you value their insights specifically, not just their general expertise.
• Highlight Mutual Benefit: Speakers want to know what they get out of participation. Be clear about whether your summit offers the chance to reach a highly targeted niche audience, valuable exposure to industry decision-makers, or opportunities to establish themselves as undisputed thought leaders.
• The Power of Social Proof: If you already have reputable speakers lined up, mention them alongside your pitch. This subtly demonstrates the caliber of your summit, further enticing your target speakers.

2. The Art of the Follow-Up

• Persistence Without Pressure: While timely follow-up is important, avoid appearing over-eager. Give potential speakers time to make a considered decision. A follow-up a week or two after your initial reach-out is often appropriate.
• Showcase Your Flexibility: If a speaker's schedule is full, don't give up entirely! Ask if they can recommend a colleague with comparable expertise?... do an interview or pop on a panel live to save some time? 

3. The Onboarding Experience

• Set Your Speakers Up for Success: A well-prepared speaker is a confident speaker! Provide a comprehensive speaker information packet (and/or a Speaker Homebase) covering:
  • Session guidelines, important dates, and affiliate sign-up links.
  • Promotional templates for social media and email swipes, making self-promotion easy
  • A point of contact for any technical hiccups or pre-presentation jitters
• Email Reminders: Make sure you have a few email reminders scheduled to help your speakers stay on top of due dates. These can be easily scheduled out to everyone, instead of playing the 1:1 game in your inbox. 
• Go The "Extra Mile": Consider offering VIP access to other summit sessions, or exclusive networking opportunities. These touches show speakers you truly value their contributions.

Additional Strategies to Supercharge Your Outreach

• Start Early: The earlier you initiate contact, the better your chances of landing top-tier talent before their calendars fill up.
• Build a Speaker Wishlist: Keep a running list of potential speakers relevant to your industry and summit themes. This enables you to proactively reach out as opportunities arise, streamlining your process.

Remember, stellar speaker outreach involves nurturing relationships.

Show speakers that you're genuinely invested in their success, and they'll become strong advocates for your virtual summit and its future iterations.