Want Inspiring Guest Speakers? Here’s How to Make It Happen

Many of you have attended sessions where a speaker completely captured the audience's attention—and others where their interest faded in minutes. What’s the key difference between these scenarios? Planning. While it is essential for the speaker to have thoroughly planned out their talking points in a way that is specific to the audience, it is similarly critical for the hosts to plan and accommodate the guest speaker so they can comfortably and confidently share their experiences. Throughout this blog, you’ll be introduced to a step-by-step formula for organizing impactful and unforgettable guest speaker sessions. 

First, let’s talk about why guest speaker sessions even matter for HOSA chapters. The mission of HOSA—Future Health Professionals is as follows: "...to empower HOSA—Future Health Professionals to become leaders in the global health community through education, collaboration, and experience." One of the key methods of preparing future health professionals is providing them with real-world insight. For example, learning about several different career paths throughout middle school and secondary education can help narrow career interests, fields, or specialties. Moreover, HOSA members have the opportunity to network and connect with these health professionals, which could culminate in several opportunities. Through building connections with professionals, members might get the chance to shadow and observe health professionals at work. Moreover, having a guest speaker illustrate the importance of service and educate about volunteering opportunities in the area can encourage members to sign up and contribute in a meaningful way regardless of whether or not they have certifications/licenses. If a guest speaker is looking for someone with skills or certifications to fill a role at their hospital, members could use this as a window to ask about or secure an internship or job. Most importantly, guest speaker visits can be some of the most motivating experiences that can inspire students to explore or even pursue specific fields. 

Next, let’s start with the first step in having an excellent guest speaker session: choosing the right speaker. Whether the goal is to inspire members, build their skills, or even their industry knowledge, selecting the right types of professionals is critical to keeping your members engaged. The guest speaker sessions can quickly backfire if done incorrectly. If a chapter exclusively invites nurses, doctors, or EMTs to speak, the members may develop an understanding that healthcare is entirely clinical-based. However, there are several other roles that don’t require the professional to be right in the middle of a medical emergency, such as medical researchers, healthcare administrators, or patient advocates. Along with providing a wide variety of speakers, a chapter and particularly its officers should aim to represent the wishes of its members. A relatively simple way to democratically decide what type of healthcare professionals to invite could be a quick poll via Google or Microsoft Forms. This form could rank the guest speaker options, so if the chapter can’t secure the top option, then they can focus on the next best option.

Once the chapter has decided on prospective guest speakers, it is time to proceed with the second step: crafting and sending a professional invitation to local health professionals to come speak at the chapter. In this professional invitation, be sure to introduce HOSA, as many health professionals may not be aware of the organization’s or chapter’s existence. On top of that, explain why the chapter is inviting them and what value they bring, but keep it concise. Remember that these are health professionals who likely have other responsibilities, so respect their time. Finally, in terms of content, offer flexible date and time options for the health professional to pick from. Personal connections with the speaker will obviously be the most likely to succeed, such as scenarios where a member has a parent involved in healthcare or the chapter advisor has friends in the field. However, outreach methods through LinkedIn, HOSA Alumni, and local hospitals can also be extremely successful if done properly. After initially reaching out, wait for a week and send a polite reminder in case the professional simply missed or forgot about the request. Eventually, with consistent efforts, the chapter will hopefully secure a guest speaker at an event, and at this point it becomes vital to clarify specifics with them. 

Again, this cannot be stressed enough. The third step, preparing for the event, is crucial because specifics such as start time, end time, length, technology setup, audience size, and room format are just a few of the details that can make or break the session. If the chapter’s school or career and technical center requires guests to obtain a name badge before entering the building, notify school administrators through communication lines by the chapter advisor. Equally important is promoting the event to the chapter; the last thing any speaker wants is to show up to an uninterested small audience. Using flyers, announcements, social media content, chapter newsletters, and word of mouth can quickly generate interest to set the speaker up for success. Member preparation, such as sharing the speaker’s biography and even assigning members to prepare questions for Q&A, can help to ensure that the speaker is impressed and inclined to come back in following years or refer their colleagues to speak at the chapter. Finally, for those looking to go above and beyond, chapters can record the sessions for members who are unable to attend or host a virtual meeting to allow for a Q&A session to occur.

Finally, the day has come, and the fourth step must come into play: hosting the speaker. Prior to the speaker’s arrival, be ready to greet, guide, and sincerely thank the speaker personally. Even if the chapter already sent out the speaker’s biography in advance, still give a proper introduction with key credentials, and if requested, assign a timekeeper to help the speaker stay on pace. Finally, thank the speaker publicly and present a small token or thank-you card signed by the members to make the experience memorable for the speaker. 

Last but not least, the post-session fifth step helps close out the experience and process. If communication has been via email throughout the process, send a personalized thank-you email within 24 hours to express gratitude and reaffirm appreciation. Additionally, if the chapter couldn’t record the session or host a virtual meeting for those at home, then share the highlights and key takeaways. Consider connecting with the speaker on LinkedIn to maintain relations and stay up to date on their professional career. Regardless of whether this was a chapter’s first guest speaker or 20th, record feedback from the members about what can be improved for next time. Furthermore, don’t forget to request feedback from the speaker themselves about the organization and the quality of their experience.

If you remember one thing, remember this: thoughtful planning turns ideas into action. Choose speakers who fit your members. Make a clear ask. Share details with speakers so they’ll feel ready. Host with warmth and respect. Finally, follow up with thanks and quick feedback. Do these five steps and you’ll host guest speaker sessions that teach, inspire, and open doors—while leaving professionals eager to return. Let your chapter’s curiosity lead. The right voice, at the right time, can change a career.

Yonathan Bezza: President (2025-2026)