Getting a speaker’s name and introduction right on stage starts before the event. This article walks through collecting confirmed names, titles, pronunciation guides and introduction cues from the speakers themselves, so the emcee and the organiser work from verified information.
Why this matters
A mispronounced name or an outdated title is noticed by the speaker and the audience. The fix is simple: ask the speaker directly, in writing, and record exactly what they confirm. The emcee then prepares from the confirmed sheet rather than guessing from a programme booklet or company directory.
What to collect for each speaker
Use the downloadable worksheet below, or adapt the columns to your event. Each speaker should confirm:
- Confirmed preferred name: the name they want used on stage. This may differ from their legal name, company directory listing, or the name on your guest list. Ask: “What name would you like the emcee to use when introducing you?”
- Approved display title: their current role or title as they want it announced. Verify this is current; titles change.
- Phonetic guide, provided by the speaker: if the name has a pronunciation the emcee may not know, ask the speaker to write it out phonetically or record a short audio clip. The phonetic guide comes from the speaker, not from the organiser or emcee guessing. Do not assume pronunciation from spelling or apparent language of origin.
- Agreed introduction wording: the specific words the emcee will use. Some speakers want a brief title-only introduction; others want a sentence of context. Agree the exact wording and length.
- Introduction length: in seconds or sentences. Agree whether the emcee reads a bio or gives a one-line introduction.
- Bio approver: the person who signs off on the introduction text. This may be the speaker, their PA, or a communications team.
How to collect it
- Send the blank worksheet to each speaker (or their assistant) with a deadline for return.
- Ask them to fill in their own row. Do not pre-fill names or titles from your records without their confirmation.
- If a speaker provides a phonetic guide, keep it exactly as written. If you are unsure, ask them to record a short voice note saying the name.
- Compile the completed rows into one sheet and share it with the emcee.
- The emcee reviews and practises. If the emcee has questions about pronunciation, they contact the speaker or the designated approver directly.
Common mistakes to avoid
- Guessing pronunciation from spelling. Names from any language can have unexpected pronunciation. Always ask.
- Using an outdated title. A speaker may have changed roles since they accepted the invitation.
- Writing the introduction yourself without the speaker’s approval. The speaker knows what they want said.
- Leaving the phonetic field blank because “everyone knows how to say it”. If there is any doubt, fill it in.
Download the worksheet
Download: Speaker Introduction and Pronunciation Brief (CSV)
The CSV contains one header row and placeholder rows. Replace every bracketed field with the speaker’s own confirmed details. The “Phonetic Guide” column is for the speaker to complete, not the organiser.
The existing speaker introduction sheet on the corporate site uses similar columns. This version adds an explicit phonetic-guide-from-speaker label and an agreed-introduction-wording column for organisers who want a dedicated pronunciation collection step.
For a conference programme, use this worksheet alongside the conference emcee vs panel moderator guide to agree who introduces speakers and who leads each discussion.
Sharing with your emcee
Once all speakers have confirmed their rows, send the completed sheet to the emcee with the event run sheet. The emcee uses it to prepare introductions and pronunciation. If there are last-minute speaker changes, update the sheet and notify the emcee before the event.
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