Bringing guest speakers, performers, or authors to campus can be one of the most rewarding forms of programming for students. A well-planned speaker event can spark dialogue, inspire new ideas, and create a shared experience that extends beyond the classroom. However, without careful planning, even the best-intentioned events can fall flat.
Whether you are a librarian coordinating an author talk, a student activities director booking a comedian, or a programming board member planning a lecture series, avoiding common pitfalls can make all the difference. Below are five mistakes to watch out for and strategies to ensure your next campus speaker event succeeds.
1. Overlooking Your Audience’s Interests
One of the most common mistakes in campus programming is assuming what students will be interested in rather than asking them. A nationally known speaker may look impressive on paper, but if their topic does not connect with your audience, turnout will be low.
Solution: Start with a needs assessment. Survey students, collaborate with faculty, or consult student clubs to discover which topics resonate right now. Are students eager to discuss mental health, social justice, entrepreneurship, or the arts? Tailoring events to these interests increases attendance and maximizes impact.
2. Failing to Promote Early and Often
Relying solely on a few flyers or a single social media post is unlikely to attract a large audience. Students are constantly bombarded with information, so your event can easily get lost in the mix.
Solution: Build a layered marketing plan. Begin promoting at least four weeks in advance and use multiple channels, including digital signage, newsletters, social media, faculty announcements, and partnerships with student groups. Encourage word-of-mouth by creating shareable content such as short video clips or graphics. Consistent and varied promotion helps your event stand out.
3. Ignoring Technical and Logistical Details
Preventable technical issues can derail an event quickly. Poor sound, awkward room arrangements, or missing equipment can frustrate both the speaker and the audience, yet these details are often overlooked until the last minute.
Solution: Test every piece of equipment on the day of the event. This includes microphones, projectors, lighting, and backup devices. Ensure someone familiar with the AV setup is present early. Proper preparation keeps the focus on the speaker and prevents unnecessary distractions.
4. Neglecting Contracts and Communication
Miscommunication with speakers or their representatives can create unnecessary stress. Unclear arrival times, travel arrangements, or payment details are all common sources of confusion.
Solution: Always use a written contract, even for smaller events. Clarify payment schedules, travel arrangements, arrival times, and equipment needs. Assign a single point of contact to manage communication so it does not get scattered across departments. Clear expectations make the process smoother for everyone involved.
5. Forgetting the Follow-Up
Many campuses treat speaker events as one-time experiences. Once the speaker leaves, the audience moves on, and the event quickly fades from memory. This approach diminishes the value of your investment.
Solution: Extend the conversation beyond the event. Share highlights on your library’s or campus website, post photos on social media, or create discussion guides for classes and clubs. Send a thank-you note to the speaker and collect student feedback to guide future programming. Thoughtful follow-up honors your guest and reinforces the event’s impact for your campus community.
Strong campus programming is built on collaboration, preparation, and a genuine understanding of your audience. By taking time to plan intentionally, communicate clearly, and build momentum before and after the event, you create experiences that truly resonate with students and faculty alike.
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