Event planner guide
Evaluate audience fit, speaking samples, agency support, costs and booking details.
Download guide (PDF)Meet the speakers · Choose an AI speaker
Plan a session your audience can use.
A strong speaker choice starts with the decision, conversation or skill your audience needs. Use this worksheet before comparing biographies. A recognizable name can attract interest; the right topic and format help make the session relevant.
Free event planner resources
Choose with a clearer brief and better evidence.
Use the guide to ask better booking questions, then compare up to three candidates with the scorecard. No email required.
Speaker comparison scorecard
Record evidence, costs and unanswered questions for three candidates. Keep essential requirements separate from preferences.
Download scorecard (PDF)Link to copy or include in your email
https://www.harveycastromd.com/signal-stage-planning-guide#downloads
Start with the audience.
- Who will be in the room? Describe their roles, experience and familiarity with the subject. A clinical education session and a board discussion may both involve AI but need different examples and levels of detail.
- What should be different afterward? Name one useful result: a clearer decision, a shared vocabulary, questions to ask a vendor, or a skill to practice. Avoid promising business results from a single presentation.
- What is happening now? Share the event theme, relevant organizational changes and the questions your audience is already asking. Identify sensitive subjects or examples the speaker should avoid.
Choose a format that fits.
| Format | Useful when | Plan for |
|---|---|---|
| Keynote | The audience needs a common perspective or a memorable question. | A focused brief, an appropriate stage setup and time for questions if agreed. |
| Workshop | Participants need to apply ideas to a situation. | Group size, exercises, materials, facilitation and accessible participation. |
| Moderated conversation | You want to explore experience through discussion. | A prepared moderator, agreed questions and a clear audience focus. |
| Virtual session | Participants are distributed or the event is online. | Time zones, platform access, captioning, technical rehearsal and interaction. |
Compare evidence, not just biographies.
Read each speaker’s audience fit and topic areas. Watch the available sample and note its context. An interview shows how someone explains ideas in conversation. A stage talk shows delivery in front of an audience. A short introduction offers a first impression. These samples answer different questions.
- Is the speaker’s experience relevant to your audience’s challenge?
- Does the sample use language and examples your audience can follow?
- Are the proposed takeaways specific enough to discuss with your planning team?
- What still needs confirmation, such as a final talk outline or recent stage sample?
Compare speakers and download a shortlist. Keep a note explaining why each person fits your brief. A comparison is a planning aid; it does not confirm availability or terms.
Confirm the practical details.
Confirm the language for the full session and audience Q&A. Conversational ability does not establish keynote fluency. If interpretation is needed, discuss the interpreter, rehearsal and translated materials in advance.
Discuss the date or approximate timing, audience size, location or virtual platform, session length, accessibility needs and the intended format. Ask about customization, a planning call and any materials. Confirm recording, streaming, reuse and promotional permissions before distributing a recording or using a speaker’s assets. Request a written quote covering the agreed scope and applicable expenses.
A brief you can copy.
Event and organization:
Date or approximate timing:
City and country, or virtual:
Audience roles and approximate size:
Audience familiarity with the subject:
Main question or decision:
What we want participants to leave with:
Preferred format and session length:
Speaker or shortlist:
Accessibility and language needs:
Recording or streaming plans:
Budget range, if known:
Planning contact and decision timeline:
Start with what you know.
You do not need every detail to begin a conversation. Tell us about the audience and the session you have in mind. We can discuss fit and identify what needs confirmation.
Signal & Stage is a DR GPT™ Labs venture created by Harvey Castro, MD. For Harvey’s direct speaking inquiries, visit his speaking page.