Five (super easy) things the perfect keynote speaker does ...off stage

What event organisers actually wish keynote speakers knew, straight from meeting planners at the annual NSA conference, Influence.

Public speakers spend years honing their craft, their message and their delivery. Fewer spend any time on what happens backstage, in the inbox, and in the weeks before the event - even though this is often what determines whether an organiser books you again and again.

I got this straight from the source.

At this year's National Speakers Association annual conference in Austin, Texas, I sat down with meeting planners, conference producers and event organisers and asked them directly:

What do speakers often get wrong, and what would make your job easier?

Their answers were consistent, specific, and refreshingly simple to act on. Here's what event organisers wish every keynote speaker knew.

(And they're all SUPER easy!)

According to conference producers, meeting organisers, and event planners, keynote speakers would do well to:

1. Send your slides at least a week before the event

This was easily the most repeated plea from the event organisers;

Send us your slides!

This highlights a real gap in speakers' understanding; we think event organisers are just being their highly-organised selves, wanting to dot the i's and cross the t's, when - in reality - there are so many moving parts (especially with a large scale conference like Women in Tech, for example) that this isn't just the organiser being particular, it's about respecting their requests and actioning them in a timely manner so everything flows properly.

'Why do they need my slides?' is what us speakers really need answering. Well, firstly they need them to drop into the full set - like their own opening slides or other speakers' content.

They need to make sure everything is formatted correctly - especially if they're using PowerPoint and you're using Canva and they're using Google Slides! Images can move around and fonts can get replaced. They also need to make sure everything flows properly, particularly if you're integrating videos in your slides.

This is about setting up everyone for success. After all, you don't want to repeat the Mariah Carey faux pas of NYE 16/17 when her earpiece failed and the wrong track played...

2. No surprises! Be a *crystal clear* communicator

Anyone who's ever had to organise their own wedding will feel the fear of a last-minute surprise. The DJ's hungover. The priest has gone awol. There was a typo on the invite, now the guests have gone to the wrong venue.

Now, imagine that on a larger scale - and your job's on the line.

The gut-wrenching feeling of last-minute changes is something we all want to avoid - especially if it's anything to do with tech, sound equipment, or any special requests for speakers at conferences.

Do you need an instrument? Will you be using slides? Are you bringing on a guest? Do you have any special requests? Whatever you need, communicate it clearly in advance (preferably ahead of contract signing so everyone knows the score!)

Truthfully, I've been backstage with the producer more than once when something drastic like a headliner dropped out, and - the curious (read: nosey) person that I am - asks if this is the worst nightmare they've ever experienced on the job, and how they handle it? (Because I don't think I could handle that level of stress!) The response has always been:

"Oh, no - I've had much worse," and;

"It's part of the job - we roll with it."

Event organisers, meeting planners, and conference producers are the most resilient and flexible people you'll ever meet. They can absolutely handle it. The difference is: they don't want to and shouldn't need to - and if you're causing extra unnecessary aggro, chances are you won't get booked again for next year...

3. Show up to the venue at least 90 minutes before your call time

The same could be said for showing up to a client pitch or important meeting. Being punctual shows respect and that you're capable of time management - a crucial factor in any type of event. But if you can arrive early, even better. This will not only put the organiser at ease (they know you're there and ready to rock & roll), but it will help you as the speaker in the following ways:

• It gives you the opportunity to settle into the space and get comfortable with your surroundings before your role call;

• If you arrive early enough and there are other speakers before you, it also gives you the chance to listen to them and perhaps interweave some nuggets into your own speech;

• If there's a bit of a downtime, arriving early also means you get a chance to mingle a little bit and meet more of the staff. This will leave a lasting impression way beyond your talk.

• It shows you care.

• It makes you look good.

So, next time your talk is scheduled for 2pm and you're due backstage by 1.15pm, maybe show up for midday.

4. Share your location with the event organiser

Now, I'll be honest and admit I struggle to arrive at events super early (but will make a concerted effort following this blog post!) Whether it's the time sat in hair & make-up, the meditative visualisation I always do before going on stage, or not accounting for traffic in a new city, it's not always easy to get to the venue a few hours early.

With that in mind, a few of the NSA event organisers did say that as long as you're keeping them abreast of your movements, this appeases a lot of their stress.

(One event planner even shared that one speaker gave them play-by-play text updates - from boarding the plane to checking into the hotel, from going to the gym to getting in the car on the way to the venue. Thankfully, the bathroom updates were kept private!)

Event organisers aren't trying to play Big Brother; they're just orchestrating a big operation with lots of moving parts, so conscientious details like this are so easy for us to do and yet so helpful to them.

5. Leave the ego at the door

There are lots of industries and professions where the ego runs amok. (I shan't name them here... ) Inherently, as a public speaker, the spotlight is literally on you. You're on an elevated stage for everyone to see you. You get an applause, and sometimes even a standing ovation - which can leave even the most humble believing they're a God-like rock star.

For a few minutes, until the next speaker comes on stage.

As a public speaker, you're one part of the puzzle. One of the biggest and most visible parts of the puzzle, sure, but still; you're one part.

You're booked because of the organiser. You look good because of the lighting team. You sound good because of the audio technicians. You looking good makes them look good, and vice versa. Don't take that for granted or overlook the unsung heroes behind the scenes. Whilst the spotlight may be firmly on you, this is still a team sport.

Stephanie Melodia is an international keynote speaker, MBA faculty in Entrepreneurship, founder advisor, and creator of 'Hacking Luck' - a unique and refreshing system rooted in her domain expertise of entrepreneurship to stack the odds in our favour. Whether it's training sales teams to "zag," stretching corporate innovation's risk tolerance, or exercising entrepreneurs' resilience muscle - Stephanie travels the world delivering talks and workshops to help you and your team reach success, faster.

Trusted by the likes of Qatar Airways, Soho House, LinkedIn, Web Summit, and more, enquire here for Steph to speak at your next event.

What type of requests should I communicate to event organisers beforehand?

Anything regarding tech, equipment, or special requests - for example: are you ok using a handheld microphone, or do need a "Madonna" mike? (See above pic). Will you be using any instruments? Will you be bringing any guests on stage? Are animals involved? Do you want to play video? A quick discussion with your event point of contact will help run through the shopping list.

How early should a speaker arrive at a venue?

Try to arrive as early as you can to avoid any last-minute traffic dramas and ensure you're settled in on site. This gives you the opportunity to assimilate to your environment, to meet the team calmly, and to watch the other speakers for inspiration beforehand. Not only does arriving early make you feel better, but it'll make you look good in front of the organisers - showing you're professional, conscientious, and reliable. For a specific arrival timeframe, the organisers will supply you with your call time (usually about 45 mins before you're due on stage), but try to arrive at least 90 minutes before, if you can.

Why do organisers ask for slides in advance?

Organisers need your presentation slides in advance to drop them into the rest of their flow and ensure there are no technical or design issues (which can often happen when people are using different design tools).

In what format should I prepare my presentation slides?

This depends on the event organisation as everyone has their preference. For editable format, Google Slides, Canva, PowerPoint and Keynote are the easiest tools to use. For the "locked version," export to PDF.

How can I go the extra mile for the event organisers?

This is such a great question and one that came up during the NSA discussion. Whilst it's not unheard of for some speakers to show up with gifts for the team, many view this too "on the nose" and a slightly uncomfortable form of bribery. Be professional, but play it cool.

How can I book Stephanie Melodia to speak at my event?

Send your enquiry here. Her team will then review and get right back to you if it's a fit. Note bookings are a minimum of six weeks out.