You are in charge of orchestrating a meeting and need to hire speakers. Ask the following questions to keep on task:
- What are the burning issues? Zoom in on the topics that need to be covered and the primary learning objectives.
- What style of speaker do you need? Is the purpose to inspire, educate, entertain or technical. You may chose an industry expert, a professional speaker or professional entertainer. My favorite is an “edu-tainer” who is theatrical, motivational, speaks on the latest trends and leaves you with an action step checklist.
- How much time does the speaker have to cover their topic? Speakers need to customize their presentation to fit into the allotted timeframe and leave time for Q&A.
- Where do you find speakers? They are everywhere! You may connect with them on Linked In, at a conference, in a networking group, your industry associations, speakers bureaus (local, regional, state, national and international Speakers Association), convention and visitors bureau, chamber of commerce or ask industry professionals for referrals.
- Once you find a speaker that sounds good, what is next? Check out their website. Ask for a demo. Get a list of references and be sure to contact them personally for greater insight. I once read speaker reviews and brought in a “rock star speaker” who turned out to be from the stone age.
- Does the speaker have a contract? No matter what, get it ALL in writing. If your speaker has their own contract, review it carefully. If you need to write the speaking terms of agreement be sure you include everything you have agreed in terms that are complete with no instruction left out. Will they be permitted to self promote? If so, will a book signing table be needed for back of the room sales?
- Who is paying for what? Be sure to outline what the speaking fee is and if that includes ground transportation to and from the hotel, airport and/or home. Are meals and accommodations included? Are you making their arrangements or will they make them and be reimbursed? Be sure to do the check requests to insure prompt payments at the appropriate intervals.
- Will they have hand outs? It is important to have a memorable take away of some sort. If there is going to be something available, announce that in the beginning of the presentation so attendees are not scribbling every word and missing keys points. Who is printing and paying for these or will they be available on line? If materials are being shipped, where will they be sent and by what date? Nothing could be worse than having boxes shipped to the wrong place or arrive after the presentation.
- What are the speaker’s audio visual requirements? Much will depend on the size of your audience but few meetings take place that do not require a computer, LCD projector, screen, microphone, sound system, lectern and stage. We’ve all sat through the “death by power point” presentations and the emotional “here is how I did it” inspirations so be sure your speaker is engaging and requires audience participation throughout their performance.
- What should you ask for to promote their message? Get a CURRENT photo (I am thinking of the “rock star”), bio, engaging topic title, topic description and learning objectives. These items can be shared in your pre-marketing material and/or program headlines.
Be sure to send out surveys requiring feedback from attendees following the program. Communicate the results to the speaker and the venue since this is a helpful tool to keep all partners on the path of improvement and praise. Scorecards help shine the light on what we are doing well and what we can work on to sharpen our skills. Keep track of each speaker’s scorecard and write referrals for the highest achievers. Bring them back to let your audience know you their voice matters.
It has been my pleasure to work with so many wonderful speakers, authors and entertainers. There are many gifted experts that may be in your backyard and not require long hauls, overnight stays and additional fees. Talent does not have geographic boundaries. Consider degrees of the goal you can accomplish within your budget and negotiate a fair deal where all parties win. A2Z Meetings & Events is always happy to help!
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ent both sides and I am a meeting planner! The fact is that businesses may agree to terms that don’t protect them but they set up assurances that are outside of the agreement. For instance, if you want a block of 100 rooms for 3 nights and your history shows the most you have ever used is 80, the hotel may bind themselves to hold 100 rooms and honor that commitment if it materializes however, they “blind cut” your block and hold 80 rooms out of inventory so they have a more realistic accounts receivable forecast. Many hotels will hold a net block but honor the full contracted block if needed. This practice will be impacted further if there is an agreement that there will not be any attrition. So often we only think of attrition as a shortage of rooms utilized by the group and we don’t often hear of the hotel not being able to honor the full block.
mory box each year and create a priceless gift of your own. Build a bucket list of memories to attain in 2011. We found this box and printed our memories on business card stock. It made each memory consistant in size, on a good card stock and easy to punch out rather than lots of cutting and flimsy strips of paper. After the gift was prepared with photos to accompany many of the memories, every contributor got a copy of the finished memories from all involved. Some members did not contribute at that time but have time to contribute as they desire … the gift keeps on giving.
Got the latest dirt on the floods, the oil spill, hurricanes, the tornadoes, the fires, murders, strikes, earthquakes? Does news need to be sexy, shocking or shameful to attract your interest? Will you read a positive message that lacks a little sizzle? It is no secret that our economy is struggling, there have been some horrific natural disasters and now more than ever we need positive, uplifting, inspirational, spirited information that strengthens our bonds to one another.
