I need a speaker for our event. How much should I budget, including the extras?

Why fees vary so much

• Audience size: a room of 200 people is a pretty average size. A room of 2,000 is a different job, and it needs a speaker with a different skill set, so expect a significantly higher range.
• Who is in the room: if it's your executives, you need someone with real executive and leadership experience, or they won't relate to your speaker. That experience usually costs more.
• Distance and travel: a speaker who can drive in costs less than one who flies in and needs a hotel.
• Extras: book signings, a bundled workshop, or extra sessions on the same day.

What the speaking fee usually covers

• The keynote or workshop itself
• Preparation and tailoring to your audience
• Prep calls with you (and sometimes with people from your team)

Always confirm. Some speakers include a workshop, a book signing or a follow-up session; others charge separately.

The extras planners forget

• Travel: airfare or mileage, airport parking, ground transportation
• Lodging: usually one night if the speaker is coming from out of town
• Books or workbooks: if your speaker is an author, buying copies for attendees gives people something to keep
• AV: microphone, screen, clicker, a confidence monitor for larger rooms
• Deposits: most speakers ask for a deposit to hold your date, and some venues require an AV deposit

How to get more value from the same budget

• Book a local or regional speaker to cut airfare and hotel costs.
• Bundle: a keynote plus a breakout or workshop on the same day often costs less than booking two separate speakers.
• Ask about books: some author-speakers offer a bundle price when every attendee gets a copy.
• Check your payment process early: public agencies and larger companies may need vendor registration before they can pay a deposit.