Select a theme or topic for the keynote speech. Organize a committee of colleagues whose academic work relates to the topic. For example, if you are organizing a conference on Freud and 20th-century art movements, the committee should include faculty from the art department, the psychology department and other departments such as history, literature, philosophy and so forth.
Work out all the specific details for the event. Put together a list five to ten keynote speakers that you are interested in. Decide if you want to hire an academic keynote speaker, a celebrity speaker who has something relevant to say on the topic, or a professional speaker such as a writer or journalist. Set a firm date and location for the event. Finally, determine the size of the budget for booking the speaker.
Contact the college administration. Enlist their support and aid in organizing the event and in obtaining the keynote speaker. Persuade the administration that the keynote speaker will make a significant contribution to the college. Ask for financial support and the use of college facilities for the event.
Contact the potential speakers to discuss availability and costs. If you are considering an academic speaker for the event, contact them through the department of their university. Booking celebrity and professional keynote speakers usually requires contacting and working with the speaker's booking agent. Cover the details of the event for the speaker or agent, such as the theme; demographics of the audience; nature of the venue; time frame and length of the speech; date and location; and details about related events such as meet and greet time with the audience and workshops.
Determine which speaker's schedule and budget best fits with your event. Academic keynote speakers usually have academic teaching schedules that limit the amount of time they have for traveling and speaking at other colleges and universities. If you are interested in an academic keynote speaker, avoid scheduling the conference around times when colleges commonly hold mid-term and final exams. Academics who are on sabbatical obviously have more flexibility with their schedules. Ask the speaker or agent for a commitment. Send a deposit to secure the date.
Make hotel reservations for the speaker for the date of the event. Discuss transportation with the speaker or booking agent. Some speakers prefer to make their own travel arrangements while others prefer to have everything arranged for them. Clarify the travel and arrival times. Make arrangements to pick the speaker up at the airport.