When someone invites me to be the lecturer at their conference, they usually get a list of questions from me first. Questions that help me prepare myself for the lecture and to create the unique experience for the audience.
At first, these questions cause panic and fear among the organizers, but they soon realize these questions can help them prepare themselves better for the organization of the conference.
Why is it important for me to know how I’ll travel to the conference?
In most cases, speakers don’t live in the same city where the conference is held. That’s why it’s reasonable to expect the organizer to cover all travel expenses, whether the speaker arrives by car (for shorter distances), train, plane, or any other means of transport.
In practice, this usually means that the organizer finds the right route, communicates with airlines, and coordinates the arrival with any previous conferences the speaker might be attending. It’s quite rare for the speaker to buy their own ticket and request reimbursement later, that’s more common if they’re traveling by car.
One thing is certain: travel costs should never be included in the speaker’s fee. They are a separate responsibility of the organizer.
First impressions start at the airport
It’s not enough to just buy a plane ticket. The organizer also needs to arrange transportation from the airport or train station to the hotel or conference venue. The pickup at the airport is the first real contact a speaker has with the organization and we all know, you never get a second chance to make a first impression.
The best scenario is when the speaker is greeted by a friend or someone familiar. If that’s not possible, there should at least be someone from the organizing team holding a sign with the speaker’s name. The worst thing you can do is send a dirty taxi or a grumpy driver. Even being late or apologizing awkwardly can raise a red flag for the speaker, who may rightfully wonder: “If this is the pickup, what will the conference itself be like?”
Who welcomes the speaker?
If the organizer or a friend can’t be at the airport, they should at least meet the speaker at the hotel. The speaker should see a familiar face no later than at the reception desk. Anything after that sends a clear message: “You’re not that important to us.”
I know this isn’t easy, because speakers usually arrive the day before the conference, when the organizer is already firefighting on ten fronts. But that’s exactly why every serious conference needs a person dedicated exclusively to speakers. This person maintains communication weeks before the event, and their most important work starts the moment the speaker arrives in town.
How the pickup shapes the conference’s reputation
This one person, responsible for speakers, shapes the overall impression of the conference more than anyone else. They are the reason speakers either recommend your event to others or warn colleagues to avoid it. Because yes, dear organizers, we speakers also rate conferences. And we don’t just evaluate the audience, tech setup, or catering. We evaluate you too and we also have our favourites.
The best conferences are the ones speakers return from feeling satisfied and pleasantly surprised by the organization. “Underpromise and overdeliver” is the key here as well. 🙂
Conclusion
Transportation to the conference is not a formality, it’s the first real point of contact between the speaker and the organizer. If you want the speaker to step on stage smiling instead of stressed, make sure their journey from the airport to the hotel or venue is simple, comfortable, and well organized.
P.S. In the next question, we’ll talk about transportation from the hotel to the conference venue. 😉
Take a look at other questions for conference organizers, which help me prepare myself for the audience.
Also, if you want me to help you organize your event or to hire some great speakers, do no hesitate to contact me 🙂