Choosing the right speaker is a key factor for many events – but the timing of the booking is often underestimated. While the location, catering, and technology are planned well in advance, the speaker request is sometimes made at the last minute. This not only increases stress – it also significantly limits your selection.
In this article, we explain when the best time to book a speaker is, how much lead time is realistic and sensible – and what is still possible at short notice in an emergency.
When is the ideal time to book a speaker?
- Why early booking is important
Popular speakers are often booked up well in advance – especially for traditional event peaks in spring (March to June) and fall (September to November). Those who leave booking too late will either have to make compromises or improvise.
Early planning gives you:
- A wider selection of suitable personalities
- More time for coordination and customized content
- Planning security for the agenda, communication, and technology
- Better conditions for travel and hotels
We recommend: As soon as your event date is set—or at least narrowed down—it is worth sending us an initial inquiry. Even if not all the details have been finalized yet, we can check options early on and make reservations for you.
- Ideal lead time: Our experience
Our experience as a speaker agency shows the following guidelines:
- 6–9 months lead time: Optimal, especially for top speakers or prominent personalities
- 3–6 months lead time: Realistic and easy to plan – even for individual formats
- 1–3 months lead time: Possible, but with restrictions – depending on flexibility
- < 4 weeks: Only realistic with remaining slots, substitute solutions, or strong network contacts
For international speakers, internal coordination processes, or multi-stage event series, we recommend longer lead times.
- What to do in case of short-term needs?
Even if your planning is late, we won’t let you down. Thanks to our broad network, we can also find suitable speakers at short notice, e.g. in case of:
- Cancellations by other speakers
- Spontaneous events or executive meetings
- Digital formats with a short implementation period
- Regionally available speakers without long travel times
Our strength lies in our flexibility: in an emergency, we can call on proven personalities who can quickly adapt to your topics and target groups.
- What influences the lead time?
Several factors determine how far in advance you should plan:
- Format: In-person events often require more lead time (travel, technology), while digital formats can be realized at shorter notice.
- Availability: Popular dates (e.g., Monday mornings or Friday mornings) are quickly booked up.
- Customization: The more customized the presentation, the more preparation is required (e.g., for internal workshops or corporate keynotes).
- Prominence: Speakers with high media presence or management positions are rarely available on short notice.
We help you plan realistic time slots depending on the situation – and also support you with last-minute decisions.
- Our service: Reservations & flexibility
As an agency, we understand that not everything can be planned exactly in advance. That’s why we offer:
- Non-binding pre-reservations if you still need to coordinate internally
- Flexible solutions if dates or briefings change
- Short-term recommendations if you need to act quickly
- Active communication to identify and avoid cancellation risks at an early stage
Our goal is to make your event as predictable as possible – and as flexible as necessary.
Early planning pays off – but even late is not too late
The ideal speaker booking starts early – with a clear goal, a rough schedule, and professional support. But even if it’s short notice, with the right agency at your side, spontaneous solutions are possible.
Contact us early – or immediately if it’s urgent. Together, we’ll find the right speaker for your event: or