How to Find Keynote Speakers for Virtual or Hybrid Events

Choosing the right keynote speaker sets the tone for your entire event. Great speakers do much more than just fill a time slot. They spark new ideas, energize the audience, and inspire action.

But where do you start with securing the right person to lead your virtual or hybrid event? In this guide, I'll walk you through how to find keynote speakers, including where to start your search today.

Key takeaways:

• Evaluate potential speakers by watching their virtual presentations and assessing their audience engagement.
• Search conference agendas from the past year and consider internal experts for fresh perspectives.
• Speaker fees often depend on experience, with rising speaker fees starting around €1,250 and professional speaker fees starting around €25,000.

Quick answer: how to find keynote speakers

To find a keynote speaker for a hybrid or virtual event, check speaker bureaus, search professional databases, review conference agendas, and ask your professional network. Look for a speaker whose experience matches the topic and audience and whose fee aligns with your budget.

How to find a keynote speaker: Step-by-step process

Securing the right speaker for your event is easier than you might think. I've broken down how to find speakers for your event into eight steps.

1. Define your event’s purpose, audience, and format

Before you start searching for a professional speaker, get clear on the event details so you can find right person for the role. This starts with working with your event planner to define the purpose, audience, and format.

Is your goal to educate attendees about a topic or inspire them to take action? This will help you assess whether you need a speaker with deep experience in a specific field — or if you're better off with a motivational speaker.

Next, list the qualities your audience shares. For example, do they work in the same industry or role? Are they at a similar point in their careers? You can often find the perfect keynote speaker by narrowing down the types of audiences they cater to.

Then, confirm the event format. If you're planning a hybrid medical congress, for example, you may need a speaker who can travel to your location for a multi-day event. If you're planning a virtual conference, you'll need a speaker who has experience on a virtual stage.

2. Set a realistic budget for your keynote speaker

The cost to hire an event speaker depends on several factors, ranging from event location to expertise type. However, the most important factor tends to be experience. More experienced speakers typically have higher fees — and professional speakers generally charge the most.

As a general rule, the cost to hire a keynote speaker for your event starts at €1,250. If you want to hire a celebrity or industry executive, it can easily exceed €100,000.

Keynote speaker costs typically fall into the following ranges:

• Rising speakers: €1,250 to €4,250
• Experienced speakers: €4,250 to €12,750
• Professional speakers: €25,000 to €85,000
• Celebrity speakers: €85,000 and up

Use these ranges to set realistic expectations for your team and to allocate the right amount in your event budget.

3. Research potential keynote speakers

Once you've confirmed your budget and event details, you're ready to look for an impactful speaker. Start by reviewing agendas from your company's previous conferences. If any conference speakers left a lasting impression on your team or attendees, consider asking them to deliver a keynote.

Do the same for other conferences or podcasts in your industry. Look for as many speakers as possible who are popular with your target audience.

Another option is searching speaker bureaus. These agencies represent professional speakers and industry experts, managing scheduling and contracts on their behalf.

4. Evaluate potential speakers' qualities and experience

The easiest way to evaluate potential speakers is to watch recordings of their keynote addresses. Look for both strong public speaking skills and relevant experience. Do they frequently deliver talks on relevant speaking topics?

Analyze the speaker's qualities and audience interaction abilities to make sure they align with what you need. Does the speaker motivate the audience and spark engagement?

For virtual events, it's also important to make sure the speaker performs well on camera. Do they have effective public speaking body language, including eye contact, hand gestures, and a sense of confidence?

5. Shortlist and contact your top choices

After evaluating potential options, make a list of three to five of the best keynote speakers. Then, start your keynote speaker conference outreach. Contact each speaker with details about:

• Event date, audience size, and format
• Main theme of the conference
• Specific reasons they would be a great fit for your topic or industry
• Budget range

Pay close attention to how they respond to your inquiry. Speakers who focus on ideas for content before logistics tend to be more engaged with the topic and may contribute more value to your event.

6. Negotiate terms and sign a contract

Once you've reviewed candidates' responses, work with your team to decide on a top choice for the keynote speech. Depending on the responses you receive, you might base this decision on fit, availability, rate, or a combination of factors.

Then, negotiate terms with your top choice. For example, you might want the role of a keynote speaker to include hosting breakout groups or networking sessions. For a hybrid event, you might need to cover travel expenses in addition to speaking fees.

Get everything in writing and have both sides sign a contract. This way, everyone is on the same page about logistics, rates, and responsibilities — and you won't have to worry about losing your keynote speaker at the last moment.

7. Prepare for and promote the event

After confirming the details, you're ready to move forward with the event. Prepare a run of show template that everyone can follow.

Help your keynote speaker tailor their talk by sharing audience demographics and conference agendas. Before the big day, host a webinar dry run that allows guest speakers to test out the platform and practice their talk.

Start promoting the event well ahead of time so you can begin collecting registrations. Our recommended event promotion tactics include:

• Create a dedicated registration page that mentions the keynote speaker by name
• Highlight the event on social media — and invite the speaker post about it as well
• Mention the event in your email newsletter with a link to the registration page
• Use partnership marketing to reach a wider audience

Where to find keynote speakers

Want to find guest speakers for your upcoming conference? Here's where to start your search.

Professional associations and industry groups

Make a list of professional associations in your industry. Browse their recent webinars and online conferences to find emerging speakers, moderators, and workshop leaders who would be a good fit for your event.

Conference agendas

Review agendas for industry conferences or virtual events hosted by partner brands. Focus on events that took place in the last 12 months to find speakers who have experience but who aren't overexposed yet.

Internal experts

External speakers certainly aren't your only option. Internal experts can also make great keynote speakers. Consider:

• Members of your leadership team
• Subject matter experts with a unique perspective on a key topic
• Rising stars with significant influence within the organization

For example, Livestorm Co-founder and CEO Gilles Bertaux hosts our quarterly product keynotes. In our Q2 2025 Livestorm Product Keynote, Gilles discussed plans for the year, new integrations, and an expanded suite of AI tools.

Speaker bureaus

Speaker bureaus have directories you can use to create a list of potential speakers for your event. While these outlets can help you find a great speaker, it's important to keep budget in mind. Speaker bureaus tend to be best for high-profile events with budgets above €25,000.

Call for speakers

Instead of using outreach to find the right speaker, invite them to connect with you. Publish a call for speakers, and include the event details and conference topic. Then, share the invitation in professional communities where potential speakers may spend time.

Frequently asked questions about finding keynote speakers

How far in advance should you book a keynote speaker?

Use these guidelines to find a speaker for a webinar series or online conference:

• Professional speakers: Six to 12 months
• Experienced speakers: Two to four months
• Rising experts: Four to six weeks
• Industry executives: Two to eight weeks

What is a realistic budget for hiring a keynote speaker?

Keynote speaker budgets depend on experience. Budget at least €1,250 for rising speakers and at least €4,250 for experienced speakers who offer the best value-to-impact ratio. For professional speakers, plan on at least €25,000, and for industry executives, budget at least €85,000.

Can a keynote speaker present remotely?

Yes, keynote speakers can present remotely. Before hiring a keynote speaker for a virtual event, however, it's a good idea to review their previous webinars and online presentations. Make sure they have strong virtual speaking skills and on-camera presence before booking.

Do you need a contract for a keynote speaker?

Yes, you need a contract for a keynote speaker. A contract outlines the event details and the responsibilities for both parties — including dates, fees, and commitment. It protects both sides by clarifying cancellation policies, content ownership, and performance expectations.