| name | speaker-outreach |
| description | Writes speaker recruitment emails with event details, compensation, audience profile, and logistics information. |
| allowed-tools | Read Write Glob |
| metadata | {"author":"matthewhitcham","version":"1.0"} |
Speaker Outreach
When to Use This Skill
Use this skill when you need to:
- Write recruitment emails to invite speakers to your event
- Create speaker information packages with compensation and logistics details
- Build a systematic outreach process for filling your event lineup
- Design speaker agreements with expectations and deliverables
DO NOT use this skill for pitching yourself as a speaker (use speaking-proposal) or for managing confirmed speakers. This is for recruiting speakers to your event.
Core Principle
SPEAKERS ARE NOT DOING YOU A FAVOR — YOU ARE OFFERING THEM A PLATFORM, AN AUDIENCE, AND AN EXPERIENCE WORTH THEIR TIME, SO YOUR OUTREACH MUST SELL THE OPPORTUNITY AS CLEARLY AS YOU SELL EVENT TICKETS.
Phase 1: Brief
Required Inputs
| Input | What to Ask | Default |
|---|
| Event details | "Event name, date, location, and format?" | No default — must be provided |
| Audience profile | "Who attends? (size, roles, industries, experience level)" | No default — must be provided |
| Speaker slots | "How many speakers do you need and what formats? (keynote, breakout, panel)" | 8-10 breakout sessions |
| Compensation | "What do you offer speakers? (fee, travel, hotel, free ticket, exposure)" | Free ticket + travel reimbursement |
| Content needs | "What topics or themes need to be covered?" | No default — must be provided |
| Outreach timeline | "How far out are you from the event?" | 4-6 months |
GATE: Confirm the brief before building outreach materials.
Phase 2: Plan
Speaker Wishlist
## Speaker Targets (Prioritized)
### Tier 1: Dream Speakers (5-8)
- [Name] — [Why they fit] — [Connection/intro path]
### Tier 2: Strong Fit (10-15)
- [Name] — [Why they fit] — [Connection/intro path]
### Tier 3: CFP Candidates
- Open call for proposals to community, past attendees, industry networks
Speaker Package Summary
## What We Offer Speakers
- Audience: [X attendees, demographics]
- Format: [Session length, Q&A, recording]
- Compensation: [Fee / travel / hotel / ticket / recording rights]
- Promotion: [How we promote speakers — email, social, website]
- Experience: [Speaker lounge, dinner, networking access]
- Content rights: [Speaker retains rights / shared / event owns]
GATE: Present the speaker wishlist and package for approval.
Phase 3: Write
Outreach Email Template
Subject: Speaking invitation — [Event Name] [Date]
Hi [Name],
[Personal connection — how you know them, reference their recent work, or mutual connection. 1-2 sentences.]
I am organizing [Event Name] on [Date] in [Location/Virtual], and I would love to have you speak.
**The event:** [One-sentence description of the event and its purpose]
**The audience:** [X] [audience description — role, level, what they care about]
**Your session:** [Proposed topic or "I'd love your take on [theme area]"] — [format and length]
**What we provide:**
- [Compensation item 1]
- [Compensation item 2]
- [Compensation item 3]
**What we need from you:**
- [Session title and description by [date]]
- [Slides/materials by [date]]
- [Brief tech check before the event]
[Specific reason why THEY are the right speaker for THIS audience. 1-2 sentences.]
Would you be interested? Happy to share more details or jump on a quick call.
[Signature]
Follow-Up Sequence
**Day 0:** Initial outreach email
**Day 5:** Follow-up #1 — brief, add social proof ("We've confirmed [Speaker X] and [Speaker Y]")
**Day 12:** Follow-up #2 — offer flexibility ("Would a panel or fireside chat format work better?")
**Day 20:** Final follow-up — graceful close ("I know you're busy — if this round doesn't work, I'd love to keep you in mind for next time")
Speaker Agreement
## Speaker Agreement — [Event Name]
**Speaker:** [Name]
**Session:** [Title, format, length]
**Date/Time:** [When]
**Event provides:**
- [Compensation details]
**Speaker agrees to:**
- Deliver an original presentation on the agreed topic
- Submit title, description, and bio by [date]
- Submit slides or materials by [date]
- Complete a tech check by [date]
- Allow recording for [replay period / attendee access / permanent]
- Promote the event to their audience [optional but appreciated]
**Cancellation:** If either party must cancel, [X days] notice is required.
Signatures: _____________ Date: _______
Phase 4: Polish
1. Outreach Tracking
| Speaker | Tier | Date Sent | Response | Follow-Up | Status | Notes |
|---------|------|----------|----------|-----------|--------|-------|
2. Outreach Checklist
- [ ] Email is personalized (not a template blast)
- [ ] Specific topic or theme area is suggested
- [ ] Compensation is clearly stated
- [ ] Audience profile is compelling and specific
- [ ] A clear next step is offered (reply, call, form)
- [ ] Follow-up dates are scheduled
- [ ] Mutual connections are leveraged for warm intros where possible
3. Speaker Confirmation Workflow
Once a speaker accepts:
- Send formal confirmation email with all logistics
- Add to event website and marketing materials
- Send speaker agreement for signature
- Schedule tech check or prep call
- Add to speaker communication channel (email thread or Slack)
- Send deadline reminders for materials
Example 1: Business Conference Speaker Outreach
Subject: Speaking invitation — Scale Summit, October 15 in Austin
Hi Jordan,
Your LinkedIn series on pricing strategy for service businesses has been a huge hit in our community — the "triple your rates" post alone had 200+ comments.
I am organizing Scale Summit on October 15 in Austin, and I'd love you to lead a 30-minute session on pricing for solopreneurs.
The audience: 200 service-based solopreneurs earning $5K-$20K/month
We provide: $500 speaker fee + hotel + event access + professional recording of your talk
Example 2: Virtual Summit Speaker Outreach
Subject: Would you join 12 experts at the AI Business Summit?
Hi Priya,
Your recent podcast episode on AI automation for small teams was exactly what our audience needs to hear.
I am hosting the AI Business Summit (virtual, November 8-9) and I'd love you to present a 20-minute session on practical AI implementation.
The audience: 500 solopreneurs exploring AI tools for the first time
We provide: Promotion to our 15,000-person email list + full recording rights + affiliate commissions on VIP sales
Anti-Patterns
- Mass-blast outreach — speakers can spot a template. Personalize every email with a specific reference to their work.
- No compensation clarity — "We'll discuss compensation later" makes speakers assume there is none. State it upfront.
- Vague topic requests — "Speak about whatever you want" puts the burden on them. Suggest a topic area.
- No audience information — speakers want to know who they are speaking to. Include size, demographics, and experience level.
- Outreach too close to the event — good speakers book months in advance. Start outreach 4-6 months out for in-person, 2-3 months for virtual.
- No follow-up — busy people miss emails. A polite follow-up at 5 and 12 days doubles your response rate.
Recovery
- Top-choice speakers decline: Move to Tier 2 immediately. Ask the declining speaker for a referral — "Is there someone in your network who would be great for this?"
- Cannot offer speaker fees: Lead with audience value, recording rights, promotion, and experience. Many speakers accept for audience access alone.
- Speaker confirms then ghosts: Have backup speakers identified for every slot. Send a check-in email 30 days and 7 days before deadlines.
- Too many speakers for available slots: Create a waitlist for next year. Offer declined speakers a panelist or workshop facilitator role instead.
