The Speaker Hospitality & Tech Rider Checklist

Great speakers can give a good talk almost anywhere. But how they’re cared for — and whether the microphone works — shapes what they can give your people. Use this checklist with your speaker two to four weeks before the event, and share it with your hospitality and tech teams.

Travel

• Flights or mileage: who books, who pays, and the preferred airport.
• Ground transportation: who picks up the speaker, with a name and cell number.
• Lodging: hotel name, confirmation number, check-in time, and distance to the venue.
• Arrival and departure times, with some buffer for delays.

Hospitality

• One point person the speaker can text all weekend.
• Dietary needs and allergies.
• A quiet green room or space to pray and prepare, with water and a snack.
• Meals planned around speaking times — many speakers prefer to eat after, not right before.
• Downtime: don’t fill every free hour with meetings unless the speaker agreed to it.

Schedule

• Run sheet with exact session times, length, and what happens right before and after.
• Sound check or walk-through time.
• Any extra commitments: a VIP dinner, staff Q&A, breakout, or book signing.
• Who introduces the speaker, and an approved introduction.

Tech rider

• Microphone: headset, lapel, or handheld — and a backup with fresh batteries.
• Slides: format (Keynote, PowerPoint, Google Slides), aspect ratio, and the deadline to send them.
• Confidence monitor or a timer the speaker can see from the stage.
• Stage setup: pulpit, music stand, stool, or open stage; a small table for water and notes.
• Video or audio clips, with the exact cue.
• Recording and livestream: is it happening, and has the speaker agreed in writing?
• Virtual sessions: platform, test call time, link, and a backup phone number.

Resource table

• Is a book or resource table allowed?
• Who staffs it, and how payments are taken.
• Table location and setup time.

Honorarium and paperwork

• Signed speaker agreement with the fee, expenses, and cancellation terms.
• Tax form, such as a W-9, collected before the event.
• How and when the honorarium and expense reimbursements are paid.

After the event

• Send the honorarium and reimbursements promptly — within a week is ideal.
• Share attendee feedback and any photos.
• Write a short thank-you from your leadership.