Event Planning: Know Your Audience

When it comes to event planning, understanding your audience is crucial, especially when building an agenda and selecting speakers. But the work doesn’t stop there. To ensure your event resonates, it’s imperative to have a process in place to review and align each speaker’s content with the expectations of your audience.

Too often, we see events—(though not our clients’)—lose focus on their intended audience, leading to disengaged attendees. Here are some practical steps to avoid this and ensure your speakers deliver value that aligns with your event’s purpose:

• Define Your Audience Profile

  • Clarify who your audience is: their roles, industries, challenges, and goals.
  • Share a detailed attendee profile with your speakers to help them tailor their presentations.

• Communicate Event Objectives

  • Set clear expectations for the tone, themes, and takeaways of the event.
  • Ensure your speakers understand the broader goals of the agenda and how their session fits into it.

• Review Speaker Content

  • Request draft outlines or slides well in advance for review.
  • Provide constructive feedback to help speakers adjust their content to meet audience needs.

• Conduct Speaker Prep Calls

  • Organise one-on-one calls with speakers to go over the audience profile, key themes, and messaging alignment.
  • Use this opportunity to clarify expectations and provide further insights.

• Pre-event Rehearsals

  • Schedule rehearsals to review the flow of presentations and ensure alignment with the overall agenda.
  • Use this time to refine delivery and visual content, ensuring everything speaks directly to your audience.

• Collect Audience Input

  • Consider pre-event surveys to understand attendee expectations and share this feedback with your speakers.

By following these steps, you’ll create an agenda that not only aligns with your audience’s needs but also positions your speakers to deliver impactful and engaging sessions. At Best Case Scenario, we ensure our clients avoid the pitfalls of misaligned messaging, leaving no room for uncertainty about who their event is truly for.