Events · free template

Speaker Request Form

Request a guest speaker for an event with topic, date, audience size and technical requirements included.

A ready-to-use registration & events form for event organisers, venues and community teams: 14 questions, 2 pages, 2 conditional rules.

Questions
14
Pages
2
Layouts
classic · card
Time to complete
≈ 5 min
Conditional rules
2
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Live preview and test console

This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.

Page 1 of 2 — Event details

Speaker request

Event format

1 question is hidden by conditional logic right now — change an answer above to reveal it.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Speaker Request Form is built for event organisers, venues and community teams who need to collect registrations, dietary needs and ticket choices in one pass.

  • Event organisers, venues and community teams working in registration & events.
  • Teams who need to collect registrations, dietary needs and ticket choices in one pass without writing code or paying for a custom build.
  • Anyone replacing headcounts that change hourly and no single attendee list with one structured record per enquiry.
  • Respondents are attendees, guests and speakers — the form asks them 14 questions across 2 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of headcounts that change hourly and no single attendee list and turns each submission into a record your team can act on immediately.

  • 7 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It pins the request to a specific date.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Speaker Request Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 2 conditional rules ship with it.

  • Features advanced show logic: if “Event format” is Virtual, the form dynamically exposes “Video platform to be used”. Otherwise that question never appears.
  • Features conditional validation: if “Is an honorarium or speaker fee available?” is Yes, “Honorarium or fee amount” becomes mandatory before the form can be sent.
  • All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Inviting a guest speaker usually starts with an email that's missing half the details the speaker actually needs to decide whether they can say yes: what the event is, when it happens, how big the audience is, and whether there's a fee involved. This form gathers all of that up front so the first exchange with a potential speaker is a real answer rather than a round of clarifying questions. It asks for the event name, date, format — in person, virtual or hybrid — and expected audience size, since a speaker preparing for 20 people plans very differently than one preparing for 500. A topic or theme field lets the organizer describe what they're hoping the speaker will cover, while leaving room for the speaker to shape the specific angle. Compensation is addressed directly but gently, with an option for the organizer to indicate whether an honorarium is available, since many speakers won't consider a request that leaves this unstated. A technical requirements field covers whether the speaker needs a projector, microphone or specific software for a virtual session, the kind of detail that's easy to forget until the day of the event. This form is for the request itself; a signed agreement or contract for a speaking engagement should be handled separately once both sides agree to move forward.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Event details

  • Event namerequired
  • Event daterequired
  • Event formatrequired
  • Expected audience size
  • Topic or theme you'd like coveredrequired
  • Requested speaking length (minutes)
  • Video platform to be used
  • Technical or equipment requirements

Page 2 — Requester & compensation

  • Requested byrequired
  • Contact emailrequired
  • Contact phone
  • Is an honorarium or speaker fee available?required
  • Honorarium or fee amount
  • Anything else the speaker should know

14 questions in total.

How the form changes as it's filled in

This template ships with 2 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Event format”

  • Reveals questions

    If “Event format” is Virtual, the form reveals “Video platform to be used”.

Driven by “Is an honorarium or speaker fee available?”

  • Makes answers required

    If “Is an honorarium or speaker fee available?” is Yes, “Honorarium or fee amount” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    State the audience size up front

    Knowing the crowd size helps a speaker prepare the right format, from an intimate talk to a stage presentation.

  2. 2

    Address compensation directly

    A clear yes-or-no on an honorarium avoids an awkward conversation later and helps speakers decide quickly.

  3. 3

    Confirm the technical setup early

    Ask about equipment and platform needs well before the event date, not the morning of.

  4. 4

    Give the speaker room to shape the topic

    Describe the theme you're hoping for, but leave space for the speaker to bring their own angle to it.

Mistakes to avoid

  • Leaving compensation unaddressed, which causes many speakers to decline or ignore the request outright.
  • Not specifying the event format, leading to a mismatch between a speaker's prepared materials and the actual setup.
  • Requesting a speaker with too little lead time for them to prepare or confirm their calendar.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Send the completed request to your shortlist of speakers, confirm availability and topic scope, and follow up with a formal agreement once a speaker accepts.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the speaker request form, matched on the words people actually search for.

Privacy & compliance

This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.

Frequently asked questions

Does this form book the speaker automatically?

No — it captures the request details so you can reach out to a speaker with everything they need to say yes. A formal agreement should be handled separately.

What if we don't have a budget for a speaker fee?

Select "No" for the honorarium question; many speakers still accept unpaid engagements depending on the audience and cause.

Can I use this for a virtual-only event series?

Yes, choosing the virtual format reveals a field for the video platform so the speaker knows what to expect technically.

How far in advance should we submit a request?

As early as possible — popular speakers often book months ahead, and enough lead time also gives them room to prepare tailored material.

Is the Speaker Request Form template free to use?

Yes. You can preview and test Speaker Request Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Speaker Request Form template ask for?

It asks 14 questions across 2 pages, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Speaker Request Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this registration & events form work?

2 conditional rules ship with the template: Features advanced show logic: if “Event format” is Virtual, the form dynamically exposes “Video platform to be used”. Otherwise that question never appears. Features conditional validation: if “Is an honorarium or speaker fee available?” is Yes, “Honorarium or fee amount” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.

Where do responses to the Speaker Request Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Speaker Request Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

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Related categories

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