The introduction before the introduction matters
You’ve booked the speaker. The ballroom is full. The lights go down. Your keynote speaker is standing just offstage, ready to begin. Then someone walks to the microphone and starts reading the speaker’s entire three-page biography. It’s not exactly the opening anyone planned. A keynote speaker introduction may last only a minute or two, but it can influence the energy in the room before the speaker says a word. A strong introduction establishes credibility, connects the speaker to the audience and creates anticipation. A poor one can drain momentum before the keynote even begins. Fortunately, most introduction mistakes are easy to prevent. Here are 10 of the most common—and how meeting planners can avoid them.
1. Reading the Speaker’s Entire Biography
A speaker bio and a speaker introduction serve different purposes. The bio provides background. The introduction gets the audience ready for what’s about to happen. Trying to squeeze every accomplishment, job title, award, book and television appearance into the introduction usually makes it less effective. Choose the credentials that establish why this person is particularly relevant to this audience and this event.
Meeting planner tip: Ask whether the speaker has a preferred introduction. Many professional speakers already have one specifically designed to set up their presentation.
2. Making the Introduction Too Long
The introducer isn’t the opening act. For most keynote presentations, a concise introduction of roughly 60 to 90 seconds is plenty. Current guidance from speaker bureaus and professional speakers consistently emphasizes keeping introductions brief rather than reciting a résumé. Give the audience enough information to understand who the speaker is and why they should listen—then give the speaker the stage.
3. Mispronouncing the Speaker’s Name
Few things undermine a carefully planned introduction faster. Never assume you know how to pronounce a speaker’s name, company, book title or organization. Confirm it before the event and write a phonetic reminder directly into the introduction if necessary. Better yet, have the person making the introduction say it out loud during rehearsal. That’s a 30-second precaution that can prevent a very uncomfortable moment in front of 1,000 people.
4. Forgetting to Tell the Audience Why This Speaker Is Here
Credentials establish authority. Relevance creates interest. The audience should understand why this particular person was selected to speak to them. If your conference theme is transformation, connect the speaker’s experience to transformation. If you’re bringing together sales leaders, explain why the speaker’s perspective matters to sales organizations. If employees have just navigated a major organizational change, acknowledge that context. The introduction should quietly answer the question: Why should I listen to this person right now?
5. Giving Away the Speaker’s Best Story
You read the speaker’s materials and found an incredible story. Don’t tell it. Professional speakers carefully structure presentations. A surprising story, statistic or revelation may be designed to appear at a particular moment in the keynote. The introduction should create anticipation—not deliver spoilers.
6. Improvising at the Last Minute
There’s a difference between sounding spontaneous and actually being unprepared. An executive may know the speaker personally and feel comfortable “winging it.” That’s exactly when a 60-second introduction can unexpectedly become a five-minute speech filled with inside jokes and unrelated stories. Prepare the introduction in advance. Print it in a readable font. Have a backup copy. And make sure the introducer actually sees it before walking onto the stage.
7. Choosing the Wrong Person to Make the Introduction
The CEO doesn’t automatically have to introduce the keynote. Choose someone who can comfortably address the audience, understands the purpose of the event and will respect the introduction’s length. An association president, conference chair, executive, event host or professional emcee can all work. The best choice is the person who can confidently transfer the room’s attention to the speaker.
8. Forgetting About the Physical Handoff
This is one of those tiny event details that becomes surprisingly noticeable when nobody plans it.
- Where is the speaker entering?
- Is the introducer using the same microphone as the speaker?
- Does someone need to hand over a handheld microphone?
- Should the introducer exit stage left while the speaker enters stage right?
- Who’s advancing the first slide?
A smooth stage handoff looks effortless because someone thought about it beforehand.
9. Saying the Speaker’s Name—and Then Continuing to Talk
The speaker’s name should usually be the final cue.
“Please join me in welcoming our keynote speaker, Jane Smith!”
The audience applauds. The speaker enters. The introducer steps away. If you announce the speaker’s name and then continue reading another paragraph, nobody knows whether to clap, the speaker doesn’t know whether to walk out, and you’ve created the event-planning equivalent of two people trying to walk through the same doorway.
10. Forgetting to Start the Applause
This may be the easiest trick in the entire meeting-planner playbook. After announcing the speaker, start clapping. Don’t stand at the podium waiting to see what happens. Turn toward the speaker’s entrance, smile and lead the applause. The audience will follow. Instead of walking onto a silent stage, your speaker begins with an energized room.
Keynote Introduction Survival Guide
For meeting planners, a great introduction doesn’t have to be complicated. Keep these four essentials in mind to set your keynote speaker—and your audience—up for a strong start.
The 60-Second Keynote Introduction Formula
You don’t need to write a miniature biography. A strong introduction can usually accomplish four things very quickly:
Who they are → Why they’re credible → Why their message matters to this audience → Their name
For example:
Our next speaker has spent more than 20 years helping organizations navigate change and build stronger teams. Her research has taken her inside some of the world’s most innovative companies, where she has studied what allows people to perform when circumstances are changing quickly. Today, she’ll challenge us to rethink how we approach change in our own organization. Please join me in welcoming Jane Smith.
That’s enough. The audience knows who she is, why she’s relevant and what’s coming next. Now let her speak.
One Last Meeting Planner Tip: Ask the Speaker
When in doubt, go directly to the source. Professional keynote speakers often have carefully prepared introductions, pronunciation guides, AV requirements and other materials designed specifically for meeting planners. Some introductions are intentionally written to lead directly into the speaker’s opening line or story. Before rewriting anything, ask. A 60-second conversation with the speaker or their representative can prevent a surprisingly large number of problems on event day.
From Introduction to Standing Ovation
A great keynote experience begins before the keynote speaker says the first word. The introduction establishes credibility, creates anticipation and signals to the audience that something important is about to happen. Keep it brief. Make it relevant. Practice the pronunciation. Coordinate the stage handoff. And when you finally say the speaker’s name—stop talking and start clapping. Speakers.com has helped meeting planners, corporations, associations, universities and organizations connect with professional keynote speakers for more than 30 years. From identifying the right speaker and coordinating logistics to preparing for the day of the event, our team helps make the entire keynote experience run smoothly. Find a keynote speaker for your next event or contact Speakers.com for help identifying speakers who fit your audience, objectives and budget.