Working with a Keynote Speaker: Do’s and Don’ts of Customising Keynotes

There are many nuances and tricks in the event sector when it comes to finding, hiring, and briefing a keynotes speaker. These are often not obvious to those new to the space. Below are a number do’s and don’ts that can be very helpful when working with a keynote speaker. Finding a way to collaborate effectively with your speaker there is lots of moving pieces and a strong understanding is essential if you hope to get the most out of your speaker and create an outstanding event.

Working with a keynote speaker is a partnership. How you collaborate – especially when it comes to customising their content or requesting extras – can make a big difference to the success of an event. Over the years, I’ve seen what fosters a great speaker–planner relationship, and what can accidentally create friction. Here are some essential do’s and don’ts to ensure you and your speaker are in sync and delivering an amazing experience for your audience.

Below you’ll find the top 5 Do’s and Don’ts for working with a speaker on customising their content for your event and audience.

Do: set your speaker (and your event) up for success

Give your speaker the full context – from your company or industry background to why you’re holding this event. A speaker who understands your story will naturally weave in references and examples that resonate. Provide key names or roles of people they might interact with (like the CEO, event MC, or any VIPs in attendance), and highlight any internal language or themes they can incorporate for extra relevance.

Do lock in custom requests early.

If you’d like your speaker to do something beyond their keynote (like a breakout session, panel moderation, or VIP meet-and-greet), ask during initial negotiations – not the week of the event. Most speakers are happy to add value, but these extras often require scheduling and sometimes additional fees. Negotiating them up front ensures everyone is on the same page and avoids awkward last-minute “can you just…” surprises

Do be candid about your audience & objectives

If you need the talk to hit certain messages or steer clear of certain points, say so. Professional speakers will welcome your input on what success looks like. For example, if boosting team morale after a restructuring is a goal, let them know the backstory so they can approach the topic with sensitivity. As the 2024 Speaking Industry Benchmark Report suggests, giving your speaker plenty of detail on audience demographics and interests is one of the top ways to ensure a satisfying outcome.

Do respond & communicate promptly.

Treat your speaker as a partner in your event’s success. If they email or call with questions, try to answer in a timely manner. In a recent survey, 14% of planners and 16% of speakers cited delayed communications as a pain point in working together. Timely replies and proactive updates (for instance, if an event detail changes) help build trust and reduce last-minute issues. Being responsive goes both ways – you can expect your speaker to do the same.

Do trust your speaker’s expertise

You hired a professional for a reason. Offer guidance on your needs and themes, but give them creative freedom in how they deliver the message. Experienced speakers know how to engage a crowd and adapt content for impact – that’s their craft. If you’ve provided clear direction and key points, trust them to run with it and create something memorable.

Don’t: create unnecessary roadblocks

Don’t overload them with scripts or slide edits

Nobody wants a robotic presenter. It’s fine to share your own slides or a detailed brief, but avoid handing your speaker a word-for-word script or requiring every slide to be pre-approved (unless compliance demands it). Micromanaging their content or delivery can stifle their authenticity – and an unauthentic talk falls flat.

Don’t spring surprises or last-minute changes

If your event’s schedule shifts or you need something extra from the speaker, inform them as soon as possible. For example, if you suddenly want them to join a panel or adjust their topic, discuss it early – ideally well before the event. Speakers put significant prep into customising a talk. Last-minute changes without notice can throw them off and may lead to a less polished presentation. (Plus, if it’s a major change, it may incur extra cost. Avoid that situation by locking details in advance.)

Don’t assume “extras” are free

Your speaker’s time and expertise are valuable. If you request additional work like a tailored workshop, custom research, or extra meetings with your team, understand these may come with additional fees. Respect the scope of what was agreed in the contract. As a general rule, don’t ask for out-of-scope services – like consulting on your whole conference agenda or making extensive last-minute content changes – without discussing compensation.

Don’t keep critical info to yourself

Holding back important information (like a sensitive issue in the organisation, or an upcoming announcement that might change the event’s tone) is a recipe for trouble. If there’s anything you’re nervous about – say, a recent merger, layoffs, or industry controversy – let the speaker know privately. Professional speakers handle sensitive topics regularly and can adjust their material or tone accordingly. What you don’t want is an accidental landmine on stage because the speaker was left in the dark.

Don’t forget that it’s a partnership

The best events happen when organisers and speakers work together with mutual respect. Avoid an “us vs. them” mentality. For instance, if a speaker provides a questionnaire or wants a quick call (most do), don’t brush it off – engage fully. And conversely, if you have an urgent concern, don’t be afraid to raise it. Both sides share the same goal: a fantastic event. Keeping that collaborative spirit will make negotiations and preparations smoother for everyone.

Bottom line: A bit of openness, courtesy, and clarity goes a long way. When you approach custom requests and content tweaks with professionalism and open communication, speakers will bend over backwards to deliver exactly what you need.

Despite the commercial aspect of the relationship and that you are paying them to play their role – I’ve never met a speaker that didn’t genuinely want the very best for their client, the event, and the audience. In almost every case a professional speaker will work to help ensure you get what you’re looking for from their involvement.

The result is a win-win – your audience gets a high-impact, tailored message, and your speaker has the support to do their best work.