GDA Insights

The Future of Event Planning:

Trends and Tips for a Seamless Experience

After an exciting past year of celebrating GDA’s 25th anniversary, I am so excited to shift my focus to the future and share insights on what you, as event planners, can anticipate as we move into the new year. Planning events is always a dynamic process, and staying ahead of trends can make all the difference. So, what are the key trends I’m seeing?

Buyers Are More Informed Than Ever

Today's buyers come to the table with a clear sense of what they want. They know their expectations, and they expect us to deliver. It’s important to understand that this shift means we can be more precise in our speaker recommendations and more proactive in meeting our client’s needs.

Speaker Availability Remains a Challenge

While the pandemic is in our rearview mirror, the impact on scheduling remains. Speakers are managing their calendars with travel days and contingencies in mind, which makes availability a little trickier than before. To secure your top choice, planning is essential.


How far in advance? It depends. For something like a January Global Sales Kickoff, you’re competing in a very tight market. I recommend trying to book your speaker at least 10 months in advance. The closer you get to your event date, the fewer options you’ll have—and the more likely you will face frustration.

Avoiding Frustration: The Power of Clarity

Frustration is often the result of unmet expectations. How do you avoid that? It starts with clarity. Be clear about what you want - your goals for your event, the type of speaker you’re looking for, and any special requests of the speaker you want covered. Don’t assume anything. If you need a meet-and-greet, photos, slides in advance, or a social media post from the speaker, ask for it upfront. Get it agreed to in writing. This proactive communication will help ensure there are no surprises down the road.

No Surprises: Communicate Changes Clearly

One of the most common challenges is related to agenda changes. A keynote time is locked in months in advance, and then—as planning evolves—the time shifts slightly. It may seem minor, but it can create big ripple effects for the speaker. Many speakers have carefully planned their travel and personal commitments based on the original agreement. Even small shifts can disrupt their schedules and impact other engagements.


The key here is open, clear communication. Keeping the speaker informed of any changes as early as possible can help avoid last-minute issues. While everyone wants to be flexible, it’s important to remember that speakers are professionals with personal and business commitments. Respecting their time builds stronger partnerships and ensures an event’s success.

The Role of Fairness in Speaker/Event Planning

A wise industry friend once told me that our role is to be the “arbitrators of fairness.” That wisdom has stuck with me. The only way we can effectively fulfill that role is by ensuring our agreements are detailed and our communication is transparent.


Another great line I heard years ago is, “People have agreements to avoid disagreements.” Our role is to ensure we do our best to cover everyone’s needs in the contract phase. After that, we navigate any questions or concerns in a manner that is fair to both the speaker and the client.


At GDA Speakers, we make this process easier by saving contract terms approved by our clients' legal teams. This not only streamlines the contracting process but also strengthens our long-term partnerships.

Be Clear on Your Non-Negotiables

When planning an event, know your non-negotiables. Whether it's specific timing, speaker requirements, or contract terms, being clear about what you absolutely need will help prevent issues and ensure a smoother process.



In the end, topics and trends will come and go. But what truly strengthens our partnerships with clients are clear communication, mutual respect, and a shared commitment to success. As we move into a new year, I encourage you to plan early, be proactive, and always aim for clarity and fairness in every interaction as GDA Speakers promises to do the same for each of our clients.



-Gail Davis

Founder & President, GDA Speakers

Read the blog

Click here or call 214-420-1999 for keynote inquiries.


GDA Speakers is committed to representing the client and providing value to make your job easier. We guarantee we will save you time.

Facebook  Twitter  Instagram  Linkedin