How to Create Speaker Guidelines for Better Proposals

As an event organizer, you’ve probably seen speaker proposals that make no sense or are not aligned with what you were looking for.

Whether it’s a symposium or a conference, the problem is often the same: you must deal with the proposals that miss the point.  Some are vague, some are off-topic, and many come with bios that feel more like copy-pasted resumes than clear intros. 

Sounds frustrating, right? Truth be told, it isn’t always the speaker’s fault. In such cases, chances are they don’t always know what you’re looking for.

That’s where speaker guidelines come in. They’re not just a checklist, but a guide that helps speakers pitch what works for your event. When you provide clear details, like session types, audience, and format, speakers can deliver better proposals. 

In this post, we’ll show you how to create effective speaker guidelines that make the process easier for everyone. Let’s start without any hassle!

Why Clear Speaker Guidelines Matter

Clear guidelines can create a real difference in the quality of speaker proposals. When you provide detailed instructions, it benefits both you and the speakers. 

When people attend your sessions, they expect the sessions to be directed towards their interests, goals, and challenges. The easiest way to deliver this? Have relevant speakers talk about desired topics at the event.

And how do you make sure interested speakers know what is important for your attendees? With specific instructions in your call for speakers.

Imagine you are planning a conference on “Sustainable Business Practices” and your call for proposals requests data-driven case studies, you’re more likely to get a session on “Reducing Carbon Footprint in Supply Chains” rather than a generic discussion. 

In simpler words, when you set clear directions for the speakers, it wouldn’t only save your time but also add value for the audience.

Reasons to create clear speaker guidelines include:

• Higher Quality Proposals: When you clearly talk about your expectations, speakers submit proposals that are on point, well-organized, and aligned with your event’s vision. For example, if you ask for certain takeaways for audience or session formats; you’ll receive proposals that follow these instructions.
• Streamlined Review Process: Clear speaker guidelines help you filter submissions more effectively. You spend less time reviewing off-topic or incomplete submissions and more time focusing on the ones that align with your event’s goals.
• Enhanced Speaker Experience: Speakers appreciate knowing exactly what’s expected of them. When they have an understanding of your requirements, they submit targeted proposals with confidence. 

Components of Effective Speaker Guidelines for Conferences

1. Proposal Format

If the proposals follow a clear structure, it’s easier to check key information without needing to sift through the submission. 

• Session Title: This should be clear and direct so attendees can easily understand the session.
• Session Description: Ask speakers to provide a summary (it can be around 200 words) outlining what the session will cover and why it’s valuable for attendees.
• Learning Objectives: Encourage speakers to add 2-3 key takeaways about what the audience will be seeking from the session.
• Speaker Bio: Ask for a short bio (around 150 words) highlighting their relevant experience and past speaking engagements.

Guest Speaker Bio Example:

“Adam Smith is a Senior AI Engineer at CloudIQ. Over the past decade, he has led AI-driven product innovations across finance and healthcare SaaS platforms. Adam brings a technical but approachable perspective to AI integration for scaling SaaS companies.”

• Session Format: Be clear on the format of the session, whether it’s a solo talk, panel discussion, workshop, etc.
• Originality Statement: This is critical! Do confirm with speakers that their content is original and hasn’t been presented at other events.

2. Topic Relevance

Speakers need to know what topics you want to discuss at the event. You can guide them with:

• Event Theme: Define your event’s main focus, for example, “helping SaaS founders scale their businesses” or “exploring AI in SaaS.”
• Suggested Subtopics: Give speakers a list of relevant topics to guide their proposals. Examples could be:
  • Fundraising
  • Sales and marketing strategies
  • Customer Success
  • Product development
  • Scaling operations
  • AI and cloud innovation
  • Founder stories
  • People and Culture
• Actionability: Mention that the content must be educational and actionable for the audience –no sales pitches and overly promotional content
• Fresh Perspectives: Motivate speakers to present new ideas, controversial takes, or unique approaches to industry challenges.
  

3. Audience Alignment

Understanding your audience is key. Help speakers align their proposals with attendees by asking:

• Target Audience: Clearly explain your target audience: SaaS founders, growth-stage professionals, or investors. 
• Expertise Level: Specify whether the session is for beginners, intermediate professionals, or advanced attendees. 
• Value Proposition: Ask speakers to explain how their session will provide value to the audience.
  

4. Submission Process

A smooth submission process will save you time and help you keep everything organized:

• Deadlines: Clearly state the submission deadline. For example, “Please submit your proposal by June 30, 2025, 5 PM EST.”
• Submission Method: Tell speakers about how to submit their proposals, whether it’s through an online form, email, or other platform.
• Review Process: Be upfront about the review process. Let speakers know when they can expect to hear back from you, and that only selected applicants will be contacted.
• Speaker Responsibilities: Outline what speakers will be responsible for, such as travel, accommodations, content distribution, and pre-event communication with the organizers.
• Diversity & Inclusion: Elaborate on your commitment to diversity and inclusivity. Encourage submissions from underrepresented groups and make sure everyone feels welcome.

Attaching a Speaker Proposal Template or Example

One of the simplest ways to set your speakers up for success is to show them exactly what you’re looking for. If you are collecting proposals through a form, attach an example to show them the structure and level of detail you need from them. You can also attach a clear template for them.

When you provide a proposal template (even a basic one), it does two big things:

• Clarifies your expectations: Speakers immediately understand the tone, level of detail, and format you’re aiming for.
• Improves submission quality: When speakers have a strong reference point, the proposals you receive will be far more aligned with your event’s needs, making your selection process smoother and faster.

If you’re looking for something very specific, like a certain session format or a detailed breakdown of learning objectives, it’s even better to provide a ready-to-use template. This way, you can guide speakers to include the exact fields you want filled out. No missed information, no messy formatting, no confusion.

Final Thoughts

Once your speaker guidelines are good to go, the next step is spreading the word to get desired proposals. But how to do this according to types of events?

For academic conferences and events, the typical approach is a Call for Papers. This formal process invites potential speakers to submit their proposals based upon shared guidelines.If you’re unsure how to create the perfect Call for Papers, don’t worry, read it here to clear your thoughts. 

And if you’re running a general industry event, you’ll be launching a speaker invitation campaign. You can do this through email, social media, or wherever your ideal speakers are most likely to notice. The goal is to make it engaging and easy to understand, something that really grabs attention. 

With the right speaker proposals in hand, you can build a more engaging and relevant agenda for your audience. So, take these next steps and ensure that your event is set for success. If you want to streamline your event planning even further? Book a demo with vFairs and see how we can help!

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