I’m in the middle of planning my first large-scale conference, happening in fall 2026, and as I’ve been deep in the weeds of event design, speaker applications, and budgets, I realized something important — most people don’t actually understand how event hosts think when it comes to choosing their speakers.
That’s one of the biggest reasons I wanted to write this. Yes, I want potential applicants to my event to know what I’m looking for and why I’m making certain decisions. But beyond my own stage, I think this perspective will help anyone who wants to grow their brand through speaking. Because here’s the truth — what you imagine the selection process looks like, or what you expect in terms of compensation, is often completely different from what’s actually happening behind the scenes.
Speaking is one of the most powerful ways to build authority, expand visibility, and generate revenue, whether you’re landing clients off the back of your talks or getting booked as a paid keynote. But the opportunities — and the way hosts decide who to put on stage — vary dramatically depending on the type of event and the goals behind it.
So consider this a behind-the-curtain look into why event hosts make the decisions they do, what matters most in a speaker application, and how you can position yourself to get a “yes.”
What’s you’ll hear inside:
- The quiet calculation event hosts run before they ever open your application — and how to tip it in your favor without changing your talk
- Why two conferences with identical audiences can make opposite decisions on speaker fees — and how you can build brand equity vs get paid
- The different types of talks and the reputational bar that changes who gets paid (and how much)
- How showing up in the room — even when you’re not on stage — compounds your chances of getting invited later
- The overlooked assets hosts are investing in for you — and how to leverage them for your visibility long after the event
- The most important things you can do to get your application to stand out and make it easier for the host to say YES to your application
The Landscape of Conferences and Events
When you’re thinking about applying to speak, the first thing to understand is that not all events are built the same — and the type of event dramatically shapes how hosts make decisions.
Some conferences are independently organized, like mine.
I’m a small business owner hosting this as a brand-building play, not as a corporate culture initiative or a back-end funnel into a big-ticket program. That means every dollar spent has to be accounted for, and the entire event has to stand on its own revenue.
The budget I’m working with is wildly different from an association or Fortune 500 company, where events are funded as a line item in a massive operating budget.
Events also vary in purpose.
Some are educational — designed to give attendees tactical tools and training they can use immediately in their businesses or careers.
Others are aspirational — more about unlocking possibility, motivating people to dream bigger, and creating a cultural or emotional shift. Corporate events often fall into the aspirational bucket because they’re about team building and morale.
My conference, on the other hand, will lean heavily educational because that’s where I see the biggest transformation for my audience.
Why does this matter to you as a speaker?
Because the type and purpose of an event almost always dictate the structure, the compensation model, and the expectations for speakers. If you can recognize the category of event you’re applying to, you’ll have a much better sense of what’s realistic to expect — and how to position yourself accordingly.
How Different Events Handle Compensation
This is where so many expectations get misaligned. At large corporate or association-run events, speaker stipends and travel budgets are far more common because those organizations treat events as an investment in their culture or their industry. They’re often drawing on multimillion-dollar budgets, so paying speakers is baked into the model.
On the other end, independent events — especially first-time conferences like mine — are a completely different story.
Events are expensive to produce (we’ll get into that next), and the financial risk falls squarely on the host. That’s why many independently organized events don’t pay most speakers, outside of a keynote or two.
Instead, the value exchange comes through visibility, brand positioning, and the potential to generate revenue from clients you attract in the room.
For my own event, I plan to follow this model. Keynote speakers will be compensated, because keynote speaking is a distinct craft and the bar is high. For workshops, panels, and breakout sessions, the compensation comes in the form of exposure, the creation of high quality brand assets (photos and video), the chance to pitch or invite attendees into your ecosystem, and a complimentary ticket to the event. If — and this is a big if — the event turns a significant profit, I’d love to offer stipends to speakers as a thank you. But I’m not building the budget around that possibility.
The Real Cost of Events (and Why That Matters for Speakers)
One thing I wish more speakers understood is just how expensive it is to produce a conference 😵💫
Renting hotel meeting space, setting up A/V, feeding attendees, keeping coffee flowing all day — every single one of those items carries a massive price tag.
For example, when I started looking at hotels in California, one catering menu broke it down as: if you want participants to have all-day dining — breakfast, snacks, coffee stations refreshed a few times, and a boxed lunch — you’re looking at $150 per person, per day. (I mean, good lord.) And that’s before you add tax and service charges, which can tack on another 30% or more. Suddenly that “included lunch” is closer to $200 per person, per day. Multiply that across 100 or 200 attendees, and you can see how quickly the numbers balloon.
And that’s just food.
Add in meeting space rental, staging, lighting, staffing, printed materials, event tech, signage, insurance… it stacks fast. Even with sponsors, independent organizers are usually just hoping to break even. Corporate events can justify the spend because they make the money back in other ways — employee retention, culture, or even just allocating it as part of their annual marketing budget. For small business hosts like me, every line item is a gamble.
I’ve even joked that hosting this event is my version of Vegas. I’m not someone who likes casinos — I won’t even gamble with someone else’s money — but putting on a first-time conference feels like the biggest bet I’ve ever made. The risk of losing money is real, and that’s why so many independently run events simply can’t offer blanket speaker fees.
This isn’t about undervaluing speakers, truly know this. It’s about the economics of making the event possible in the first place and understanding that most speakers will make money in other ways through the event.
Why Most Speakers Aren’t Paid (and What You Gain Instead)
For events like mine, speaking is a brand-building exchange — for you and for me.
As a speaker, you’re stepping onto a stage in front of a curated audience of potential clients, collaborators, and partners. If you’re strategic, that visibility can generate tens of thousands — even hundreds of thousands — of dollars in revenue over the following months and years. In fact, many of the business owners I know who lean heavily into speaking consistently add six figures to their bottom line annually, not because they were paid to give a talk, but because of the clients and opportunities that flowed afterward.
That’s the trade-off. I’m not turning around and selling a high-ticket program off the back of my event. I’m not structuring it as a launch vehicle where the event itself goes into the red but the post-event sales make up for it. My goal is brand-building, both for me and for the people I put on stage. Which means I want speakers who understand that — and who know how to leverage the opportunity.
There are exceptions, of course.
Keynote speakers are in their own category, and I do plan to pay them. Keynotes are a very different kind of talk — more on that in the next section. But for other types of talks, the value is getting in front the room with the chance to stand out in front of exactly the right people.
Types of Talks (and How Compensation Differs)
When it comes to speaking opportunities, not all talks are created equal. The style of talk you’re giving plays a huge role in how hosts view compensation and expectations. I’m going to outline some of them here, but keep in mind these are just the types of sessions *I’m* looking to offer, and not comprehensive of all types of talks.
Keynote Talks: The Highlight of the Event
Keynote talks are in a category of their own. They’re the centerpiece of a conference, the talks people remember most, and the ones that set the tone for the event. A strong keynote isn’t something you throw together in a weekend — it’s a carefully crafted performance, often developed over years, polished with coaching, and memorized and rehearsed until it lands every time.
Because of the skill and preparation required, keynotes are the talks most likely to be paid. For my event, keynote speakers will be compensated and also receive a travel stipend. But the bar is high — I won’t be hiring anyone for a keynote who doesn’t already have a speaker reel, references, and an established track record. With keynote slots opening and closing the conference, the reputation of the entire event rests heavily on those talks.
Scaling Sessions: Trainings and Workshops
For main stage and breakout sessions I’m calling “scaling sessions,” the expectation is different. These talks are designed to share expertise in a practical, hands-on way.
They usually align closely with what you already teach clients, which means you could probably deliver the content in your sleep. That’s also why these opportunities are rarely paid — because the value exchange comes through the visibility, the chance to demonstrate your expertise, and the likelihood of gaining new clients or leads from the room.
Panels
Panels are even more straightforward. They’re collaborative conversations where all you need to do is show up and share your perspective. They require almost no prep compared to other types of talks. At my first event, I don’t plan to pay panelists. That could evolve in future years, but in round one, panels will be treated the same as scaling sessions.
The takeaway? If you’re pursuing speaking opportunities, understand the type of talk you’re applying for — and set your expectations accordingly.
Speaker Selection: How Hosts Decide
Now that you know the different types of events and talks, let’s talk about how speakers actually get chosen. Because from the host side, the decision isn’t just about whether your topic is interesting. It’s about whether you’re the right fit for the event as a whole.
The first thing I look for is alignment and enthusiasm.
If you’re applying just to land a speaking credit, it shows. I want people on stage who genuinely want to be part of this conference — the kind of person who’d buy a ticket and attend even if they weren’t chosen to speak. Obviously that’s not something I’d ever require, but I (and every other event host, IMO) would be lying if I said I wasn’t paying attention to it.
If you apply year after year but never show up, it tells me (and any other host) you’re not really invested in the community I’m building.
I also require that speakers commit to being present for the full event.
This isn’t a “fly in for your 45-minute slot and disappear” kind of deal. I want speakers in the room, networking, contributing, and engaging with attendees. Again, I want speakers who want to be there, so this goes hand-in-hand with that. That’s part of the experience for everyone — and it makes a huge difference in how valuable the event feels.
Beyond presence, what really sets applicants apart is their ability to articulate passion — not just for their own topic, but for the event itself.
When you apply, you should be able to speak clearly about why you want to be part of this specific conference, why the mission resonates with you, and how your work connects to what the event is trying to accomplish. That’s true for my event, but it’s also true across the board. Hosts want to know that you’re not looking for any ole random stage, you’re specifically looking for and interested in this stage.
Finally, I pay close attention to professionalism and collaboration.
Do you meet deadlines? Communicate clearly? Offer multiple ideas instead of boxing yourself into one? Are you the kind of person people actually enjoy working with? I’d rather bring in a speaker who’s a delight to collaborate with than someone slightly more polished but difficult behind the scenes. This is obviously something I can’t know in advance, but it would absolutely affect whether or not you ever get invited back.
For me — and for most event hosts I know — the goal is to create the best possible experience for attendees. That means choosing speakers who elevate the event through both their content and their presence.
How to Get a YES on Your Speaker Application
So what actually makes an application stand out? From the host side, a few things rise to the top every single time:
1. Show Passion for the Event
Don’t just pitch your favorite topic and call it a day. Take time to understand the event’s mission, values, and vibe, then connect the dots between your pitch and the event. If you can’t articulate why you want to be part of this specific stage — not just any stage — you’re at a disadvantage. Research the host’s brand, look at what they stand for, and connect the dots between their goals and your work.
2. Offer Multiple Ideas
When you only send in one talk idea, you limit your chances. If three people pitch the same topic, only one can be chosen. But if you give three distinct talk options, you open more doors for the host to say yes. You also must be able to articulate clear learning outcomes that show attendees will walk away with tangible value. (And again, multiple versions of this for different ideas!)
3. Commit to Full Participation
Most hosts — myself included — don’t want speakers who swoop in, deliver their session, and vanish. Be ready to attend the whole event, connect with people, and be part of the community. Show up genuinely and generously. That presence matters as much as your time on stage.
4. Be Easy to Work With
This one can’t be overstated. Meet deadlines. Respond to emails. Follow instructions. Hosts remember who made the process smooth and who created friction. In fact, I’d choose someone slightly less polished but a joy to collaborate with over someone brilliant but difficult every single time.
5. Make Yourself Visible and Helpful
Even if you aren’t chosen right away, showing up matters. Attend the event, promote it if it feels aligned, cheerlead the community. Hosts notice who’s genuinely invested and who’s just looking for a transaction. Over time, being present and supportive increases your chances of getting that “yes.”
At the end of the day, a strong speaker application is about more than your expertise. It’s about demonstrating passion, flexibility, and a willingness to contribute to the overall success of the event.
Final Takeaways on Speaker Selection for Conferences
Hosting my own event has given me a completely different lens on speaking — one that I hope helps you think differently about how to approach applications. From the outside, it’s easy to imagine that speaker selection is all about your expertise or how polished your slides are. But from the host side, it’s about so much more: the economics of the event, the type of talk, the purpose of the conference, and above all, whether you’re genuinely aligned with what the event is trying to accomplish.
If you’re applying to my event — or any event — keep this in mind: most especially at independently run conference stages won’t pay. But that doesn’t mean the opportunity isn’t valuable. Speaking is one of the most powerful ways to grow your brand, attract clients, and expand your authority. If you treat it as part of your long-term visibility strategy, the return can be exponential.
As a host, I’m looking for speakers who understand that dynamic, who bring passion for the event as much as their own topic, and who are a joy to collaborate with. If you can embody those qualities, you’ll be the kind of person event organizers say yes to again and again.
So whether you’re eyeing a keynote, a panel, or your first breakout session, approach it with the mindset of contribution, not just compensation. That’s where the real growth — and the real opportunities — begin!
