How to build a media kit that event planners actually use

Most speaker media kits I see are either a single headshot with no context or a 12-page document that nobody will read. The sweet spot is in between, and I learned that the hard way after sending out kits that got zero response for months.

TL;DR: A speaker media kit needs six things: headshot, two bios, topic descriptions, video clips, testimonials, and event logos. Keep it to two pages. Make it downloadable as a PDF. Event planners spend 90 seconds deciding if you are worth a call.

What event planners actually look at

I talked to a dozen event planners while building my media kit page on kharypenebaker.com. The consensus was unanimous: they scan, they do not read. You have about 90 seconds before they move to the next speaker on their list.

They look at the headshot first. Not to judge your looks but to see if the photo quality matches the event quality they are planning. A blurry iPhone photo signals amateur. A professional headshot signals you take this seriously.

Second, they read the short bio. Not the long one. The short bio should be 50 to 75 words that explain who you are, what you speak about, and one credential that proves you are qualified. That is it.

The six things your kit needs

One, a professional headshot. Get one taken by a photographer. Budget $300 to $500. You will use it for years.

Two, a short bio (50-75 words) and a long bio (200-300 words). The short one goes in the kit. The long one is there when they need it for promotional materials.

Three, three to five topic descriptions. Each one should be a title, a two sentence description, and three takeaways for the audience. Event planners need to match your topics to their audience.

Four, a sizzle reel or video clips. Two to three minutes max. Show yourself on stage with a live audience. Show audience reactions. Show range. If you do not have video yet, record yourself giving a talk to any group willing to let you set up a camera.

Five, testimonials. Three to five quotes from event organizers or audience members. Include their name, title, and organization. Generic quotes are worthless. Specific quotes that mention what you delivered are gold.

Six, past event logos. Show the companies and organizations that have booked you. This is social proof that works visually. A grid of recognizable logos tells a planner you are a safe bet.

Format and delivery

PDF, two pages, clean layout. Make it downloadable from your website without requiring an email address. Event planners are looking at dozens of speakers. Any friction and they move on.

I also keep a web version on my site that mirrors the PDF. Some planners prefer to share a link with their committee rather than a file. Give them both options.

The mistake most speakers make

They talk about themselves instead of talking about what they deliver to the audience. Every line in your kit should answer the question: what will my audience get from this person? If a sentence does not answer that question, cut it.

About Khary Penebaker

Khary Penebaker is a Regional General Manager at Great Day Improvements, overseeing operations across Chicago, Madison, Milwaukee, and Minneapolis. He previously built Roofed Right America from startup to $35M+ in revenue with 180 employees and founded Penebaker Enterprises, growing it from $1.5M to $15M. A gun violence prevention advocate and former Everytown for Gun Safety Fellow, Khary brings two decades of leadership experience in construction, operations, and civic engagement.

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Last updated: March 13, 2026