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.
Whenever I arrive at a conference as a speaker, after solving the burning question “where’s the coffee?”, another one immediately pops up: Where can I drop my laptop, change my shirt, and take a deep breath before stepping on stage?
This seemingly simple question is actually crucial for understanding how much the organizers care about the speaker experience. Because, let’s be honest, we’re not just “talking heads” on stage. We’re people who arrive, prepare, perform… and then try to become people again. And for all that, we need space.
Why is a speaker lounge (or VIP room) important?
Because… not all of us came just to listen. Some of us will:
- Step on stage, and for that we need peace and focus, away from the hallway noise.
- Change clothes after traveling or before presenting. Imagine spilling coffee on your shirt right before going on stage! If you’ve got a spare and a place to change, you’re saved!
- Finish up the presentation – without WiFi and power outlets, that’s stressful. And let’s be real: we all know at least one speaker who tweaks their slides 15 minutes before the talk.
- Need a few minutes alone, to breathe, rehearse in our head, or simply calm down.
What should an ideal speaker lounge/backstage room have?
Here are the things that are personally very important to me:
- A separate toilet – no queues and no awkward small talk through stall doors.
- A desk and peace to work because this becomes my temporary office.
- Power outlet and WiFi is a must, because without them, no checking slides, no emails, no nothing.
- Mirror and a chair to make sure my buttons are lined up. Or so fellow speakers can touch up their makeup.
- A bottle of water with lemon – my personal trick for a clear mind and strong voice.
- A hanger to keep my shirt neat until it’s showtime.
- A safe spot to leave my laptop bag. If I know it’s safe, I’ll bring it. Otherwise, it might stay at the hotel. Which can be stressful, but usually isn’t a bad idea 🙂
- A screen streaming the main stage; not essential, but very helpful if I’m prepping and want to stay in the loop.
- Snacks and coffee without waiting in line. If the event runs all day, this is a lifesaver. It gives us a quiet moment to connect with other speakers too.
Am I asking too much?
I’m not asking for VIP treatment. But if I’m giving 30–60 minutes of full focus to the audience, it’s nice to know there’s a quiet spot where I can prepare and later, decompress.
If I know a speaker lounge exists, I’ll bring:
- A spare shirt, because stages can get hot and coffee is slippery;
- My laptop, because I won’t have to carry it all day.
If there’s no speaker room, I end up carrying everything… or leaving things in the car… and at some point I ask myself: What should I wear now?
Yes, I’ve changed shirts in parking lots and dim garages more than once.
How to communicate about the speaker lounge?
Organizers, please let us know:
- Is there a space for speakers?
- What does that space include?
- When can we use it?
One message in an email or group chat is enough to make us feel welcome. If there’s no speaker lounge, that’s also OK. Just, please, let us know.
Bonus tip for organizers:
If the event is held in a hotel where speakers are staying, watch the elevators. It’s not ideal when you’re heading to the conference and bump into a speaker in a bathrobe on their way to the spa. It’s awkward for everyone. A small detail, but it makes a big difference.
Final question for organizers:
Will there be a speaker lounge or backstage room or should I carry my bag, shirt and water bottle all day and go hunting for a quiet corner backstage?
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 🙂