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Choosing A Speaker
Choosing a professional speaker or corporate trainer can be a daunting and risky task. There are thousands of speakers all over the world so how do you choose? My advice is to engage a bureau. The reason for this is that we know who the best speakers are and have existing relationships with them. Many bureaus have hundreds to thousands of speakers, but we at Coyote, stay with a stable of about 140. There is a very good reason for this, we have built good solid relationships and know that our speakers deliver. All are experts in their topics. I would personally find it very hard to represent people I do not know and have no relationship with.
 
 

To ensure you gain the maximum benefit from your investment when hiring a speaker you should consider the following:

  • What is the purpose of the event; Is it to motivate staff, build up a team spirit, launch a new product, customer service training, are your sales team in need of some serious motivation?
  • Is there a theme to your event which the speaker can tailor to?
  • Who is your audience; age range, percentage of females and males, their roles in the company or organisation?
  • What are the challenges in your organisation that need some expert advice?
  • What do you want your delegates to walk away with after hearing the speaker?
  • What message does your speaker need to convey to the audience?
  • What is the most important thing you want the audience to remember?
  • What don’t you want the speaker to say? This is very important and needs to be made very clear to the speaker.
  • Will the speaker be permitted to sell his/her products?

    Once you have chosen your speaker some other things you will need to consider are:

  • Contract – Do you have the contract in place? Your bureau should arrange all this for you.
  • Materials – has the speaker sent up the materials for the conference i.e. workbooks? Have arrangements been made for distribution?
  • Signage – ensure that the event is clearly signposted.
  • Phone numbers - do you have the speaker’s mobile number, work number, home number and emergency number i.e. the bureau?
  • Dress code - have you informed the speaker of this?
  • Emergency – have you briefed the speaker what to say in an emergency situation?
  • Catering - have you advised the catering staff NOT to serve food whilst the speaker is presenting? If you are going to serve food have you checked with the speaker?
  • Contact on arrival - have arrangements been made for the speaker to make contact when they arrive on site?
  • Speaker’s introduction - Has the speaker’s introduction been given to the MC or introducer?
  • Ideally, the speaker should brief the introducer.
  • Recording - are you intending to record the presentation? If yes, have you written agreement with the speaker?
  • Promotion - have you promoted the speaker? You can ask the speaker to write an article or press release.
  • Brief - have you discussed in detail the speaker’s brief?
  • Check in - have you spoken with the speaker at least two days before the event?

    Contracts
    Always ask the speaker or bureau for a contract. Our bureau has a standard practice of issuing the contract between the client and the speaker. Ensure that the following clauses are included in the contract.

  • Material Costs - if workbooks are being provided who is paying for them? Is it included in the speaker’s fee? Also, stipulate who will distribute the workbooks, will this be the responsibility of the speaker or will the meeting planner organise to have them distributed?
  • Travel Expenses - is the airfare business or economy? Many Australian professional speakers fly business class although sometimes trainers may fly economy. The meeting planner/client are not responsible for paying for fares other than the speaker, e.g. spouse, unless that is part of the contractual arrangement.
  • Speaker transportation- it is standard practice for the meeting planner/event organise to arrange for transfers to and from airport and venue.
  • Props - what equipment is needed, i.e. projector, whiteboard, what type of microphone? etc. stipulate this in the contract.
  • Assistants/Staff - will the speaker be bringing an assistant; is this necessary, and if so, is it included in the speaker’s fee?
  • Transport of Materials - costs should be arranged between the event organiser and the speaker.
  • Recording - always obtain permission in writing from the speaker before the recording of any of the session.
  • Promotion & Publicity - is the responsibility of the event organiser.
  • Seating Arrangements - ensure that you have discussed the layout of the meeting room with the speaker and put this in the contract.
  • Audio-Visual Needs -discuss with speaker and have requirements stipulated in the contract.
  • Lectern, Podium - discuss with speaker and have requirements stipulated in the contract.
  • Venue Check - stipulate in the contract what time you want the speaker to arrive and whom to contact on arrival with phone number.
  • Meals - appropriate meals are required as part of the accommodation expenses.
  • Contact Details - always have both speaker and client mobile phone numbers in the contract.
  • Date of Meeting - ensure this is written in the contract.
  • Duration of the Presentation - ensure this is written in the contract.
  • Guarantee - is there a guarantee from the speaker if the conference organizers are not happy with the outcome?
  • Fee - always stipulate the fee and include any other costs, ie. accommodation, meals etc.
  • Cancellation Fee - have this stipulated in the contract. Most speakers will charge a 50% cancellation fee if the engagement is cancelled.

    Phew! A lot of work but remember your bureau’s job is to save you time and help you make an informed decision that will bring you praise - not one that will cause you regret.