How to Work with Event Planners (and Make Them Love You)

October 19, 2025

4 min read

Behind every successful speaking engagement is an event planner working under pressure—deadlines to hit, stakeholders to please, tech to juggle, and sometimes a dozen moving parts all arriving on the same day.

Speakers who understand that—and collaborate instead of complicating—become the planners’ favorites. And planners always remember their favorites when it’s time to book again.

If you want to build a high-demand speaking career, learning how to work brilliantly with event planners isn’t optional. It is one of the most strategic forms of business development available.

This is the speaker’s guide to becoming the partner planners love.

✅ Over-Communicate Early. Under-Ask Later.

Planners can’t stand uncertainty.

To make their jobs easier:

Respond to emails quickly (ideally within 24 hours)
Confirm details in writing
Provide required assets before they ask
Share rehearsal or tech needs early

Proactive communication reduces risk.
Planners trust speakers who keep them informed—not those they have to chase.

🔁 Final Details Matter More Than You Think

As the event approaches, planners shift from vision to execution. They need specifics, not philosophy.

Send the following well in advance:

Title and confirmed talk description
Specific audience takeaways
Bio exactly as you want it read
High-resolution photos
Slide deck or media assets
Introductions for host/emcee
Accessibility needs (if any)

Doing this promptly is a professional respect signal.

🗓️ Stick to Deadlines Like Your Career Depends on It

Because it does.

Late materials create stress that planners never forget. When you consistently meet or beat deadlines, you become a low-maintenance booking. That alone creates repeat demand.

Reliable speakers get rebooked more often than brilliant speakers.

🎤 Show Up Early • Check Tech • Know the Flow

On-site professionalism is a huge differentiator:

Arrive early enough to manage surprises
Attend soundcheck with patience and collaboration
Learn the venue layout (stage entrance, exit, seating)
Understand cues, timing, and emergency adjustments

Planners relax when they feel you’ve got it handled.

You become the calm in their chaos.

🙌 Treat Crew & Staff With Respect (Everyone Notices)

The AV tech who adjusts your mic?
The assistant handing you a coffee?
The volunteer helping backstage?

Treat them as partners in your success.
Kindness amplifies reputation.

Event planners see everything behind the scenes.
Your behavior there influences future bookings more than you realize.

🎯 Customize for the Audience

The #1 speaker complaint planners hear:

“It felt like they gave the same talk as always.”

Show genuine effort by:

Referencing organizational stories or values
Using examples specific to their sector
Mentioning shared experiences from earlier in the event

Customization doesn’t need to be major—
just intentional.

🧠 Stick to the Time. Always.

Event schedules are dominoes.
If you knock one down, others fall.

Finishing on time shows:

Respect for fellow speakers
Respect for program pacing
Respect for audience energy

Planners remember who ends strong.
They especially remember who runs over.

🤝 Collaboration > Ego

Sometimes:

Agenda changes
Tech glitches
Room setup shifts

You may need to adapt your talk in real time.

Say:

“Whatever works best for the event—happy to adjust.”

This simple sentence builds massive goodwill.

Planners love speakers who flex, not fight.

📣 Promote the Event (If Public-Facing)

If appropriate, share content:

Social shout-outs
Short promo video
Mention in email newsletter

Even one promotional effort shows partnership.
It communicates: We’re in this together.

🏁 After the Event: Gratitude and Follow-Through

Make post-event connection part of your system:

Send a thank-you message within 48 hours
Highlight wins (audience energy, top moments)
Offer helpful feedback, if asked
Ask how else you can support the event’s goals
Provide resources you promised the audience
Ask for testimonial or future referral when appropriate

Planners book speakers they enjoy working with.
A kind follow-through keeps you top of mind.

🧩 Planner Partnership Checklist

Before, during, and after every event:

Stage	Speaker Actions
Pre-event	Fast responses, deadlines met, details delivered
On-site	Early arrival, respectful behavior, flexibility
On-stage	Customization, timing control, clarity
Post-event	Gratitude, professional follow-up, value touch