Louise Gosbell is the Research Manager at the Australian University of Theology. She is a seasoned academic who speaks regularly at churches and conferences, locally and overseas. Louise’s research focus is on people with disability in the Bible and in the church. Louise has also written a set of accessibility guidelines to help churches become places of belonging for people with disability.
I’ve had the privilege of speaking at many churches and conferences over the years. On the other hand, as a frequent member of organising committees, it’s also been my job to invite guest speakers to come and share their knowledge.
What I’ve learnt is that it’s easy to make wrong assumptions about the situation:
- Perhaps the conference organisers assume speakers will bring their own computer, cables, or clicker for the slides.
- Perhaps the church assumes the speaker knows that they won’t be paid for their presentation.
As both a speaker and an organiser, I’ve experienced the consequences of making such assumptions!
Often, there’s an easy fix, such as when I connected my phone to the church’s computer system to click through my slides.
In other cases, the lack of clear communication has resulted in discomfort or disappointment for the organiser, the speaker, or both!
I’ve come to realise that communication between event organisers and speakers is key to ensuring things run smoothly.
After reflecting on my experiences of public speaking over the past year, here are some tips for inviting a speaker to your church, conference, or event. Hopefully this will make this process easier for everyone involved!
What To Share
When you make initial contact with a potential speaker, be as clear as possible about your expectations. Whilst you may not include all the logistics in the first email, provide the speaker with the most important information about the event you’re inviting them to be part of.
This should cover everything they need to make a decision: date, time, length of presentation, style (lecture, sermon, Q&A), theme/topic, audience (size & demographics) and other key information you already know.
However, be clear about your aims for the event and what you’re hoping your audience will learn from it. This helps a potential speaker decide if they are the right person for the task.
Once you’ve confirmed the speaker, this information will also help them tailor their content to help you achieve those aims.
Fees and Honoraria
Your initial enquiry to a speaker should also be clear about a speaking fee or honorarium. Whilst discussing payments for preaching and speaking makes many people feel uncomfortable, this is all the more reason why it needs to be addressed from the outset rather than after the event is over.
Some speakers have a set list of fees, as they know the work it takes to prepare for different kinds of speaking engagements. When you invite your speaker, ask if they have set fees. If they don’t, work with them to find an honorarium that is suitable.
While seasoned speakers know it is unlikely that an honorarium will cover all the time spent in preparation and travel, they also recognise the limited budgets of churches and Christian organisations. That said, if we want an expert to come to the event and share their knowledge, we should be willing to offer an honorarium that reflects that.
The reality is that everyone’s circumstances are different. Whilst some potential speakers may have permanent work and are happy to speak at churches at no cost or for a reduced rate, many rely on payments for public speaking as their only source of income.
If you can’t pay a speaker, tell them directly. ‘We’d love to have you speak, but I’m sorry to say that we don’t have the budget to be able to pay you.’ Let the potential speaker choose whether they still wish to participate.
If someone does agree to speak at an event for no cost, churches and organisations should at least cover the speaker’s out-of-pocket expenses. Whilst a bunch of flowers and a thank-you card are lovely, they don’t help cover the amount spent on petrol, tolls, and parking. I believe that speakers should not be out-of-pocket for having presented at an event.
Confirming The Logistics
Once you’ve confirmed your speaker, you can provide more logistical details. Let your speaker know when you need copies of their handouts, PowerPoint slides, profile picture, bio, and anything else you require of them.
Confirm with your speaker who their contact person is for the event, and their contact details. Is it the same person you have been exchanging emails with, or someone else?
Make sure you provide a copy of the timetable for the event as soon as it’s available.
If you are making bookings on behalf of a speaker, such as their flights, accommodation or parking, make sure to share this with the speaker as early as you can.
I have also appreciated receiving information about the dress code. For male speakers in particular, knowing whether their audience is expecting casual clothing or a suit and tie can be an important distinction.
What To Ask
The questions you ask your speaker can be just as important as the information you provide to them. Here are some questions to consider:
Topic
- Ask if they have a particular topic they would like to speak on (where appropriate for the event).
- Clarify their approach to the topic, and ensure it aligns with your goals for the event and audience.
Technical Requirements
- Ask your speaker about their presentation needs – do they want to use slides, videos, or other practical equipment?
- Ask what equipment they might need (e.g. headset microphone, stool to sit whilst presenting)
Promotion & Marketing
- Ask your speaker for a current profile picture which they are happy with for use in advertising (don’t just grab an old one from the internet!)
- Ask for a current bio. If you have a preference for style, let them know (A great example was the one I received from Reach Australia for this piece: “No personal info [kids, family, interests] – just professional.”
Accessibility
As someone who lives with an acquired disability and chronic health issues, the accessibility of the venue is important to me. In the past I’ve been told that parking is ‘close by’ only to discover it is over 15 minutes walk away. What is considered ‘close by’ for some might not be for people with mobility issues or health conditions.
Be clear about the location of parking, whether there are stairs involved, whether there is a ramp, accessible toilets, or anything else that might be a barrier to someone with disability.
Conclusion
We all want our events to run smoothly and achieve their desired outcomes. Good communication between the organiser and the speaker early on can significantly help to achieve these goals.
