Booking an AI speaker for your event: a practical checklist for organisers
You are planning a conference, a members' event or a customer evening and want artificial intelligence on the programme. This checklist guides you through the decisions that turn a programme item into a talking point.
Eight weeks before: topic and framing
- Describe the audience: roles, industries, prior knowledge, number of people.
- Capture the intended effect in one sentence: what should the audience be able to do or decide afterwards?
- Choose the slot: a short talk works before lunch; after the aperitif, very little does.
- Clarify whether products may be shown – and if so, by whom.
Six weeks before: select and brief the speaker
- Approach two or three candidates with the same written brief.
- Ask for a concrete project the person delivered themselves.
- Request a quote that shows preparation, delivery, travel and follow-up separately.
- Ask for a title, an abstract (60–80 words), a short bio and a photo for your programme communications – ideally agreed when the booking is confirmed.
- Agree on the language: the talk in English or German, handouts in two languages if needed.
Two weeks before: content and communications
- Hold a short alignment call between the speaker and your programme lead.
- Introduce two or three participants for a preparatory conversation – the most efficient route to relevant examples.
- Send the announcement: state what the audience will take away, not just the title of the talk.
- Collect questions in advance via a form or email and pass them on to the speaker.
On the day: technology and timing
- Picture: a projector or screen with HDMI and USB-C, adapters at hand, resolution tested in advance.
- Sound: audio for videos and voice demos – an AI phone assistant only makes an impression if the room can hear it.
- Network: stable Wi-Fi or good mobile reception for live demos; the speaker should bring an offline fallback.
- Microphone: a headset rather than a handheld microphone if the speaker works on a device.
- Timing: agree a start time and a fixed end time; schedule the Q&A separately instead of taking it out of the talk.
Afterwards: secure the impact
- Send the slides to participants as a PDF, ideally within 48 hours.
- Have open questions answered in writing and send the answers out together.
- Prepare a follow-up offer: anyone who wants to go deeper needs a next step – a workshop, an office hour or a working group.
- Run a short survey with two questions: what was new, and what is still missing?
Frequently asked questions
How do I know whether a speaker suits my audience?
Give all candidates the same written brief and compare their questions. Those who ask about roles, prior knowledge and the intended effect are preparing; those who send a quote straight away are probably offering standard material.
How far in advance should I book?
Six to eight weeks is comfortable. For popular dates – spring and autumn are the high season for events in Switzerland – book earlier.
What does a specialist talk cost?
It depends on the format, preparation and travel. Ask for a quote with separate items so that comparisons are fair.
Is a recording worthwhile?
Yes, if you reuse it internally. Clarify the rights in advance; individual client examples may be confidential and have to be cut.
Planning a keynote or workshop?
Send us the date, the audience and your time slot – you will hear from us within two working days with a topic proposal.