When booking a speaker for an event, it is important that you and your speaker secure a speaking contract. A contract will lay out the rights and expectations of both your organization and the speaker, and it will help minimize any risks related to your event.
If a speaker bureau is acting as a liaison between you and your potential speaker, it’s quite likely it has its own speaking contract that you’ll be able to customize to your needs. If you are dealing with your potential speaker directly, she may have a standard contract of her own. If this is the case, be certain to read over the contract carefully and make adjustments as necessary – you must be sure that you agree with all of the terms before signing.
If, however, you are creating the speaking contract on your own, you’ll find a wealth of contract templates online and you should be able to adjust one to your specifications. Here is a checklist of the terms you should consider when drafting your contract.
• Date, time and location. The contract should indicate the date, time and location of your event and of the speaker’s presentation in particular. It should also include any other information about any additional time for which the speaker will need to be present. For instance, you may want to have a sound check and test the lighting before the presentation. Be sure to specify exactly when and for how long you require the speaker to be present.
• Type and title of presentation. The contract should include the type of presentation that is expected, for instance whether it is a keynote speech or a half-day workshop. The speaker should provide the title of the presentation or if that isn’t available a general short summary of the topic to be covered.
• Compensation. Your contract should state how much the speaker is to be paid and when payment will occur. Most speakers request that a 50% deposit be paid upon signing the contract and that the remaining funds be paid at the time of the presentation.
• Travel expenses. If travel is involved, lay out in the contract what exactly you will be covering – and be as specific as possible. Are you willing to pay for first-class travel or coach only? Do you expect the speaker to travel by air, train or bus? State whether you will be booking the travel yourself, or whether the speaker should book his own travel arrangements and then send you an invoice. And what about transportation within the city? Will you be picking the speaker up from the airport – or should she take a taxicab to the hotel or event location?
Who gets to choose the hotel accommodations? Again, will you be booking the accommodations for the speaker, or should he arrange them himself and send you an invoice? What about meals? If you’re paying for your speaker’s meals, state in the contract which meals you’ll be covering and whether you will be selecting where the speaker eats or if she is free to choose her own restaurants and meals. If you allow the speaker to choose, you may want to consider setting a limit on the amount she can spend per meal.
• Copyright permissions. Copyright law states that a speaker owns his or her creative content, including the presentation itself and any handouts or materials. If you plan on reproducing or distributing presentation materials to your audience, your contract will need to set out the terms and permissions. The same goes for recording the presentation. Recording a presentation without permission is copyright infringement and the speaker may be entitled to payment or royalties. So if your organization is interested in recording your event be sure to state so in the contract and set out provisions for doing so.
In addition, you should ensure the accuracy of the speaker’s presentation content by having him agree that he does in fact have permission to use the materials, and that they are original, factual and not offensive to any person, product or service.
• Materials. Don’t forget the cost of materials. Are the speaker’s presentation materials included in the price of his speaker fee? Or are they an additional cost that is to be footed by the event organizers? Does your speaker require props for his presentation? Who will be supplying them – the event organizers or the speaker? It is important to include these items in your contract to ensure you don’t incur unexpected expenses at the last minute.
• Audio-visual needs. Will the event organizers be providing audio-visual equipment or will the speaker bring the equipment he needs? If the organization is to provide the audio-visual equipment the speaker should state in the contract a list of the exact items he requires.
• Promotions and publicity. If you would like the speaker to do any publicity or promotional work for your event, be sure to indicate so – and whether or not he is to be paid for it – in the contract.
• Cancellation policy. Be sure to set out a cancellation policy in your contract. While it is impossible to completely prevent cancellations, there are ways to minimize the repercussions of an unforeseen circumstance. For instance, you may state in the contract that should the speaker be unable to attend she will do her best to find a suitable replacement. (If you are dealing with a speaker bureau, they will also do their best to provide you with an acceptable replacement speaker.) It’s up to you what you want your cancellation policy to be, but it is extremely important that you have one in place so that you’re not left in the lurch without a speaker.
You may also want to state in the contract that your organization has the right to cancel the speaking event due to unanticipated circumstances at any time or – more forgivingly – with 30 days notice. Be sure to include a description of any fees or expenses you are willing to pay the speaker under these circumstances – for example, whether they get to keep the initial deposit.
The National Speakers Association offers four sample speaker agreement templates on their MyNSA website, which is dedicated to advancing the art and value of those who speak professionally. The templates available for your use consist of: a basic agreement; a moderately detailed agreement; an in-depth agreement; and an agreement in letter format. And they are all great starting places for creating your speaking contract.
For more information on creating contracts, visit the Inspiring Speakers Bureau Speaker Resource Centre and listen to business lawyer and professional speaker Cole Silver’s teleseminar recording “Legal Issues Business Owners Must Know to Protect Themselves” (scroll down to the sixth seminar on the page). The talk may be geared more toward professional speaker themselves, but the information is useful nonetheless. Cole will tell you what you need to include in a contract to cover cancellations or date changes due to “acts of God,” information about copyright law and much more. Enjoy!
People have long been researching the effectiveness of using visual aids in presentations. In fact, the Management Information Systems Research Center at the University of Minnesota conducted a study in 1986 that was “designed to systematically explore how computer generated visual support affects the persuasiveness of a presentation.”
The results of the study were released in a report titled “Persuasion and the Role of Visual Presentation Support: The UM/3M Study” and concluded that: “Perceptions of the presenter, as well as audience attention, comprehension, yielding and retention are enhanced when presentation support is used compared to when it is not. Presentations using visual aids were found to be 43% more persuasive than unaided presentations.”
And to think, the University of Minnesota study tested only the visual aids available in 1986: overheads and 35-millimetre slides! It’s fascinating to think about how much technology has changed and improved with the advent of presentation software like PowerPoint, Keynote and Prezi.
The study may be 26 years old, but it still resonates today. And the importance of visuals in presentations has been proven again and again. For instance, more recent statistics attributed to business communications company Decker Communications state that when presenters use visual aids in their presentations, they are twice as likely (67% versus 33%) to achieve their audience objectives than speakers who don’t use visual aids.
If that’s not an argument for incorporating visuals into your presentations, then I don’t know what is. Our Speaker Resource Centre offers a number of teleseminar recordings related to effectively using visual aids. They are:
If the speaker you have booked has agreed to customize his presentation for your organization and event, there are a few things you should ensure he knows. The more information you can provide the speaker about your event and your audience, the more relevant and inspiring his presentation will be.
Speakers who customize their presentations often have a questionnaire they ask you, the event planner, to fill out concerning your event. But if your speaker doesn’t offer you a questionnaire, we’ve put together a handy checklist of what you should be prepared to share with him to best prepare him for your event.
Be sure to inform your speaker about:
• The objective of your event (and of your organization). Every event has its own unique goals and purposes. Let your speaker know your event’s mandate and its purpose, so he can help you achieve your objectives. And if your organization has a mission statement or philosophy, share that too.
• The theme of your event. If your event has an overarching theme, it’s important that your speaker know so he can ensure his presentation addresses it.
• Other speakers. If there will be more than one speaker at your event, be sure to let each of your speakers know who they are and what they will be speaking about. This allows your speakers to ensure they are not covering the same topics or duplicating any one else’s message. In particular, your speakers will probably want to know who will be speaking directly before and after them.
• Your audience. Ensure your speaker knows whom your audience is made up of and how many people will be in attendance. Are they industry professionals? Are they students? Are they mostly men or mostly women or half and half? What is their average age range? What sorts of challenges do they face on a daily basis?
Also let your speaker know if there will be any celebrities, VIPs or other special attendees participating in your event.
• The intended takeaway. If you would like the audience to leave the presentation with a specific feeling or impression – of motivation or of courage, for example – or if you require them to leave with specific knowledge, tell your speaker what it is.
• Insider knowledge. You should provide your speaker with any insider knowledge that may help him customize his presentation. For instance, you may want to send your speaker a copy of your organization’s newsletter or publicity materials, so he is up to date with the news and activities of your industry. Also provide him with a list of the key players, staff or leaders of your organization or event. And if there is any terminology or jargon specific to your industry, it may be helpful for your speaker to learn it so he can incorporate it into his talk.
Additionally, make sure your speaker is aware of any significant events – or sensitive issues – that have recently occurred within your organization or company, such as mergers, layoffs or relocations.
Follow this checklist and your speaker will be well on his way to creating a relevant, customized presentation for your event. By educating your speaker about your event and its intended outcomes, you help ensure that he crafts the most compelling and appropriate presentation possible for your audience. Till next time!
Last month, Simply Business, a United Kingdom–based company that offers businesses an easy way to compare insurance quotes and to buy and manage insurance policies online, released an interactive infographic titled “Step-By-Step Guide to Your Social Media Success.”
Unlike most infographics, this one is more than just an image – it’s interactive. If you click on the infographic’s bullet points, you’ll be redirected to relevant websites and how-to articles all over the Internet.
Click image to open interactive version (via Simply Business).
The folks at Simply Business write: “The road to social media success is a rocky one – so to help we’ve put together this step-by-step guide. We wanted to create something that would act as both a process flowchart and a resource guide. Something that would help business owners clarify their objectives, set targets and discover their route to social media success. At each step we’ve included links to resources and guides from some of the best social media practitioners on the web.”
To use the guide, click on the image and look for the “Start” section. Move through the infographic by answering each question and following either the “Yes” or “No” arrow to the next step. To learn more about any of the topics, just click on the bullet points and they’ll bring you to the related information on the web.
It’s a handy resource for professional speakers who are new to social media, and it will certainly help you take your current blogging, Twitter and Facebook activities from something you dabble with in your free time to a focused and calculated social media strategy.
For more information on social media marketing, visit our Speaker Resource Centre where you’ll find a series of related eBooks. Three you may want to consider are:
Yesterday we answered some of the most common questions about speaker fees. One question we didn’t address, however, was about negotiations: Are speakers open to negotiating their fees?
While every speaker is different and will have his or her own ideas about negotiations, for the most part professional speakers do not negotiate their fees. Professional speakers generally have evaluated what they are worth and have set fixed rates for their services.
But negotiations don’t have to be just about money. They can also be about value. Take Inspiring Speakers Bureau’s Brad Montgomery, for example. Brad describes himself as a motivational speaker and corporate humorist, strategist and funny-ist. (You can check out his teleseminar recording on “How to Generate Big Laughs by Interacting With Audience Members Without Embarrassing Them – Or You” in our Speaker Resource Centre – scroll down to the eighth teleseminar on the page.)
“In my case, my fees are more or less set. But again, it never hurts to ask. Occasionally speakers – including me – will give a discount for:
booking more than one program at the same meeting;
booking multiple programs with the same client;
clients who support my pet charities;
clients who will be flexible with their times, allowing me to work two programs in the same day;
clients who will ‘trade out’ goods or services (or a portion of them);
clients who purchase a significant number of my products; and
clients who are working in a fun place (read that: resort!) and will provide a few extra days at the hotel and fly my wife and maybe even my kids out.”
“Who knows?” Brad continues. “It never hurts my feelings and sometimes we are able to come up with a creative idea that makes sense to us both that can save money for your budget.”
So consider what you have to offer that may be of value to a potential speaker – and consider what they have to offer that may be valuable to you.
Can you book the same speaker to both present the keynote speech at your event and run a workshop or seminar? Or perhaps your keynote speaker is also able to emcee your event’s evening reception or gala? If you hire one person to do take on two roles at your conference or event, he or she may offer you a discounted fee, saving you money on your overall budget. Plus, you’ll save even more money by having to pay the travel expenses of only one person instead of two.
Do you have anything to barter? For instance, a professional speaker may lower their fee if you offer them advertising in your organization’s newsletter, magazine or other publication. Or perhaps you can provide your speaker with goods or services from one of your event’s sponsors. Another option, as Brad mentioned above, is travel or vacation perks. If your event is being held at an interesting destination, your speaker may be willing to discount his fee if you invite his family along and extend their stay.
A speaker may also lower their rate if you allow them to sell their products at your event – or if you purchase their products in bulk quantity ahead of time to be handed out to your event’s audience members.
With a little bit of creativity you’ll soon figure out how to get the most value from your speaker and for your money.
How do you negotiate value? Share your strategies with us here or on our Facebook page. Have a great weekend!
Since we posted a video of an inspiring speaker yesterday, I thought we’d do something a bit different with Inspiring Speaker Friday today. So welcome to Uninspiring Speaker Friday!
Today I’d like to share a video that was put together by the folks at Growing Leaders, an Atlanta, Georgia–based non-profit organization created to develop emerging leaders. The group provides public schools, state universities, civic organizations and corporations with the tools they need to help develop young leaders who can impact and transform society. Growing Leaders recently published a book, Habitudes for Communicators, and produced the following video, “Every Presentation Ever,” as a promotional piece for the book.
It’s an amusing short that pokes fun at presentations and the people who make them – uninspiring speakers, if you will. And it’s a good starting point for learning what not to do when you’re making a presentation.
“Juvenile slide transitions to spice things up” only make you look unprofessional.
Don’t read your slides.
Practise, practise, practise, then practise some more.
Don’t use clip art…ever!
Be prepared for technical difficulties.
Be careful with lists.
Conclusions are more than just restating your title.
Be sure to check out the Presentation Advisors blog post for more details.
For further resources on how to create effective presentations, visit the Inspiring Speakers Speaker Resource Centre, where you’ll find a series of eBooks and teleseminar recordings that are sure to inspire you. I recommend starting with “Unforgettable Presentations: Using Prezi to Create Stand-Out Speeches” by Angelie Agarwal, the chief evangelist of presentation software company Prezi. She explains how to use Prezi to revolutionize the traditional slideshow presentation.
What are the dos and don’ts you try to remember when crafting a presentation? Share your tips with us here or on our Facebook page. Till next time!
We wrote a bit about speaker fees in yesterday’s post on the seven questions you should ask a potential speaker before booking him or her for your event. Today we’ll give you some more information on what expenses you should expect when booking a professional speaker.
Here are four questions the folks here at Inspiring Speakers Bureau are most frequently asked about speaker fees.
Question No. 1: Do I pay more for using a speaker bureau?
Answer: In most instances, no. At Inspiring Speakers Bureau – and at most speaker bureaus – it is the speaker who pays a commission on their fee to the bureau. This means that event planners like yourself, as the bureau’s clients, are able to enjoy free consulting services, independent recommendations, a high level of event coordination and many additional services at no cost – other than the speaker fee, of course.
Question No. 2: How are speaking fees determined?
Answer: Speaking fees are determined based on a number of factors, including, but not limited to: how well known the speaker is; the type and length of their presentation; and the amount of travel and time required to complete the presentation. For instance, keynote presentations are normally priced less than half-day or full-day presentations, and presentations that have been customized specifically for your audience and event cost more than a speaker’s standard presentation. Local presentations are usually less expensive than assignments that require the speaker to travel.
Question No. 3: What are the costs I can anticipate when booking a speaker?
Answer: Typical expenses include, but are not limited to: the speaking fee; the cost of renting or purchasing audio-visual equipment; and the speaker’s travel expenses, such as airfare or train fare, accommodations, meals, ground transportation and incidentals, such as tips.
Question No. 4: How can I save money on travel expenses?
Answer: The best way to save money on your speaker’s travel expenses is to avoid travel expenses altogether by booking speakers who live close to your event. Inspiring Speakers Bureau has speakers located throughout North America and the world, making it easy to find a speaker near you.
Most speaker bureaus are able to book speakers who require only coach travel rather than business-class travel, which will save you money if you do opt for a speaker who must travel from out of town. Plus, there are many speakers who quote all-inclusive fees that include their travel expenses.
Check back tomorrow for some tips on how to get the most value for your money when booking a professional speaker. Till next time!
Richard St. John has a wide variety of professional experience, including working in scientific research and development for Nortel, researching and writing speeches for company CEOs and founding the St. John Group, an innovative marketing and communications company. He has also earned a black belt in judo, run over 50 marathons, cycled halfway around the world and climbed Mount Kilimanjaro in Tanzania and Mount Aconcagua in the Andes in Argentina.
Needless to say, Richard has plenty of experience with success. In fact, he is known as a success expert, having spent 10 years researching and writing his best-selling book The 8 Traits Successful People Have in Common: 8 To Be Great and speaking about success at events all over the world.
At the 2005 TED Conference, Richard embraced the art of brevity – which we’ve talked about before on the Inspiring Speakers Blog here and here – by cutting down what is normally a two-hour presentation on success into a three-minute talk. I encourage you to watch it.
Richard’s topic was interesting and his delivery was enthusiastic. His eight steps to success can be summed up as:
Having passion
Working hard
Getting good at what you do
Focusing on one thing
Pushing yourself (or getting your mom to push you!)
Serving others
Fostering ideas
Persisting through failure
While they are all great things to learn and to remember, I think the biggest lesson of all is that you never know where – or when – you’ll find your inspiration. In yesterday’s post on networking, I suggested that you mingle and talk to strangers whenever you get the chance, and one of the examples I gave was to chat with the person sitting next to you on your next flight. Which is precisely what Richard did when he found himself sitting next to a high school student on the flight to a TED conference.
If Richard hadn’t talked to that student – who asked him the very important question: “What leads to success?” – the question may never have occurred to him, let alone lead him to research and write a best-selling book about the topic and to travel around the world speaking about success. So, as we said yesterday, it pays to have a genuine interest in the people around you – and in what they have to say. You never know what might come of it!
Where do you find inspiration for your presentations?
So you’ve determined the type of speaker you’re looking for, you’ve approached a speaker bureau and you’ve researched their suggested list of candidates to speak at your event. What’s the next step?
Once you think you’ve decided on the speaker you’d like to book, it’s important to actually speak with the person to make certain he or she will be a good fit for your event. Here are a list of questions you should ask your potential speaker before you make a commitment.
Question No. 1: Ask about the speaker’s areas of expertise.
While you likely already have a good sense of the speaker’s areas of expertise and speaking topics from having reviewed their speaker summary, website and video clips, it’s still a good idea to go over these things in a conversation. This way the speaker can elaborate on his interests and you’ll get a good sense of his speaking abilities and knowledge.
Question No. 2: Ask if the speaker has presented to groups, organizations or audiences similar to yours.
If your potential speaker has spoken at similar events or to similar groups or organizations, find out which ones specifically. You may discover that half the people attending your event have heard her speak – and possibly give the exact same presentation – before, in which case you may want to rethink your speaker selection.
Question No. 3: Ask if the speaker customizes her presentation for each audience, or whether she gives the same exact presentation each time.
A speaker who takes the time to tailor her presentation to your group and to address the needs and concerns of your organization or industry may prove to be a more worthwhile choice for your event. If she does customize her presentation, find out how you can help her with her research on your group. Be sure to inquire if there is an extra fee for customization, as this may be the case. And ask if she provides handouts or learning materials that go along with her presentation, as these can add real value as takeaways for your audience.
Question No. 4: Ask what sort of tech or audio-visual requirements the speaker will need.
It’s important to ascertain whether you will need to provide the necessary audio-visual equipment or if that is something the speaker will take care of himself. If it is your responsibility, find out what exactly the speaker needs and be sure to research the added costs this might add to your event budget.
Question No. 5: Ask if the speaker will participate in the rest of the day’s events.
Ask if your potential speaker is willing to mingle with audience members before or after his presentation. If your event involves a social aspect, such as a gala or dinner reception later in the day, find out if your speaker is willing to attend. And be sure to ask whether he will do so as a courtesy as part of his speaking duties, or whether he will charge an extra fee.
Question No. 6: Ask about any upcoming speaking engagements.
Find out if your potential speaker will be presenting at any nearby events in the coming weeks, and ask whether you would be able to attend. This will give you an opportunity to preview the speaker to see her presentation style and how she interacts with the audience.
Question No. 7: Ask the speaker if he belongs to any professional associations or has any certifications.
It’s a good idea to find out if your potential speaker is certified or has won any awards. For example, the National Speakers Association’s designation is “Certified Speaking Professional” or CSP. If a speaker has earned this designation it indicates he has extensive speaking experience and proven client satisfaction.
By asking the questions above, you will not only learn more about a potential speaker, but you’ll gain a sense of whether he or she is someone you can easily work with. And you will likely end the conversation with an intuitive feeling whether he or she is the right fit for your event. Good luck on your speaker search!
What’s one of the simplest, most effective ways of getting yourself known as a professional speaker? Networking. It makes sense, doesn’t it? The more people you meet, the more people you know. The more people you know, the greater the potential for further connections.
Here are three easy ways to get out there and get networking.
Tip No. 1: Put yourself out there.
The best thing you can do to make your presence as a professional speaker known is to do just that – make your presence known. If you want people to be talking about you and recommending you as a public speaker, they have to know who you are first.
So attend lots of events. Attend events specifically related to professional speaking and networking, but also attend any other events you hear about and are interested in, from book readings to learning workshops, from gallery openings to food festivals. When you’re at those events, be social. Talk to everyone you can and try to make connections. And make sure that everyone you speak with knows your name, knows your message and knows you’re a professional speaker. You never know who you might meet – and who they might know!
You may also want to consider joining a speakers network, whether it’s a local speaking group or a national organization such as the National Speakers Association or the Canadian Association of Professional Speakers. CAPS, for instance, strives to make its members more successful in their speaking businesses. “If you’re speaking for a living now, membership in CAPS will connect you to the speaking community internationally, provide you access to the latest industry practices and link you to experts and suppliers in virtually every field imaginable. You’ll benefit from being plugged into the pulse of the industry worldwide,” says the CAPS website.
“If you’re currently speaking as part of your job and are considering a full-time career as a professional speaker, there is no better place to be. We provide programs, information and access to fellow experts on a regular and local basis anywhere in Canada,” it continues.
Put yourself out there on the Internet, too. Read and comment on other peoples’ blogs. Respond to other peoples’ tweets. If you be yourself and take a genuine interest in others, you’re sure to make new connections in no time.
Tip No. 2: Mingle! And talk to strangers.
After you’ve given a presentation, stay behind to speak with any audience members who might have further questions. Sometimes people have questions they’d like to ask one on one instead of in front of the entire crowd. This is a great opportunity to forge deeper connections with those people – the people who most likely connected with your message. (And don’t forget this is a great opportunity to ask for feedback!) By answering questions in person and getting to know your listeners, you’ll earn the respect of both the audience and the event organizers. Recommendations from people who have seen you speak are great. But recommendations from people who have seen you speak – and who have had the opportunity to connect with you in conversation – are even better.
Sure, meeting and connecting with people at networking events, speaking events and conferences may be the natural way to start making connections. But you never know where – or when – you might meet someone who could prove to be a valuable contact. So turn your entire life into a networking event by taking an interest in all of the people around you.
Talk to people at the events you’re attending socially, such as parties and weddings. Talk to the person sitting next to you while you’re waiting to board an airplane, train or bus. And talk to the person sitting next to you on that airplane, train or bus. Talk to the lady in the line behind you at the grocery store or the guy in the line in front of you at your local coffee shop. Don’t talk about yourself – at least not at first. Instead, find some common ground. Ask about their interests, about what they do. If you take a genuine interest in the people around you and what they have to say, chances are that they, in turn, will take an interest in you and in what you do.
Tip No. 3: Follow up.
Stay in touch with the connections you make. And follow up with them about what you spoke about. For instance, if somebody you spoke with at a conference mentioned to you they were presenting at an event next month, the next time you see them remember to ask them how it went. Better yet, instead of waiting until you see them, shoot them an email. They’ll appreciate that you remembered and that you were thinking about them – and that will get them thinking about you.
Or, if you’re chatting with someone who tells you they’re going on vacation somewhere you’ve travelled to yourself, offer to send them some recommendations of restaurants to try or sights to see – and then follow through. Thoughtfulness and attention to detail mean a lot to people. And sometimes an endorsement as simple as – “That Joe sure is a nice guy, listen to what he did for me!” – can really pay off in the long run.
Implement these three strategies and you’ll find yourself networking – and making lifelong connections – in no time. Be sure to share your networking strategies with us here or on our Facebook page. To your speaking success!
