Onboard speakers for a virtual summit

1. Send speakers a Speaker Agreement that includes responsibilities of the summit host and the speaker, details about the promotion and monetization of the event, outlines optional opportunities (like pitching a product), and gives additional relevant information.

This document should be signed by the speaker and yourself to ensure everybody has the same information. Contact your lawyer to draft a Speaker Agreement if you don’t already have one.

2. Send the speakers a Media Release Agreement that allows you to use the recorded video and audio materials, as well as official pictures from the speaker in your marketing, future summits or products, or other types of public distribution.

Protect yourself from legal claims and have your speaker sign this agreement so you can officially promote and distribute all materials that feature them in audio, video, or images. Contact your lawyer to draft a Media Release Agreement if you don’t already have one.

3. Create and send unique affiliate links to speakers for your All-Access Pass or any other product you sell on the backend of your summit.

Affiliate links allow you to track the effectiveness of their promotions and reward the sales they bring. If you do not sell anything, make sure you adapt your Speaker Agreement accordingly.

4. Use a booking tool like Calendly or CalendarHero to schedule recordings with your speakers and add them to your calendar.

5. Clarify your intention for the sessions, session format, topics you want to cover, recommended internet connection, recording gear, and environment, and answer any open questions your speakers may have.

To ensure the sessions are successful, the speaker needs to understand your intention for the session. It’s your job as the summit host to make your speaker feel respected and welcomed, so be sure to answer any questions they may have.

6. Send all resources, like swipe copy and promotional images, to speakers in advance to help them promote your event as early as possible.

Make sure you cover all media channels and platforms frequented by your target audience.

7. Make sure your speakers understand the promotional timeframe, have scheduled their marketing messages (such as emails, social status updates, or blog posts), and know the best ways to engage with your audience when their session is live.

8. Present speakers with potential collaboration opportunities like co-hosted webinars, podcast interviews, and JV launches after the summit ends, and emphasize that you want to build a long-term relationship with them.

The power of virtual summits lies in the relationships you are building as the host. Staying connected with the speakers and doing other projects together is an important and desireable outcome.