Advantages of
Using a Speakers Bureau
There are thousands of speakers and trainers in the world. Finding
the right ones to give the right presentation at the right time is the
problem every meeting planner or human resources manager faces. The
advantage of using a speakers bureau are:
- Have a wide universe
of speakers/trainers to choose from.
- Provide you with
an impartial judgment.
- Give you the
best value for your budget.
- Recommend speakers/trainers
they have screened.
- Do all the basic
groundwork for you.
- Usually provide
their service for no charge to the client.
- Can provide a
back-up speaker (in an emergency).
What Does Your
Audience Want?
Before you go shopping for a speaker or trainer, you need to ask yourself
what you want the person to do. The answers to the following questions
will help you to identify the type of speaker/trainer you need.
- What is the purpose
of the meeting?
- What do I want
the speaker or trainer to accomplish?
- What do attendees
want and expect?
- What events may
impact the speaker's or trainer's presentation?
What Are the
Different Types of Speakers and Trainers?
- Celebrity – Someone
who is known for being well-known
- Industry expert
– Someone who is knowledgeable but is not a professional speaker
- Politicians –
Someone who is or has been in political office
- Professional
speaker or trainer – A full-time, subject matter and presentation
expert
- Free speaker
– Someone who speaks for little or no fee
Fee ranges of
professional speakers and trainers
Fees vary widely.
Usually, but not always, the fees reflect the popularity of a speaker
or trainer. Speakers and trainers usually raise their fees as they become
more popular. However, this is not always the case. Some speakers deliberately
maintain a lower fee for personal reasons.
- Total range:
Free to $100,000 for a presentation.
- Celebrities -
$10,000 and up.
Although there are
all kinds of speakers and trainers, we have categorized them into five
basic groups. Understanding these groups will help you to organize your
search for the perfect speaker or trainer.
All expenses are
generally paid by the client. Make sure all details on expenses are
recorded in the contract you sign with your speaker or bureau. All expenses
should be reasonable. Your budget should allow for the following expenses:
Hotel, meals (liquor should not be included) and transportation. Because
speakers and trainers change flight bookings often, they cannot take
advantage of supersaver rates.
What Should I
Know Before I Search for a Professional Speaker or Trainer?
- What is the date
of the presentation?
- What is the time
of the presentation?
- What is the purpose
of speaker/trainer?
- What is the format
of the presentation?
- What subjects
or topics are you looking for?
- What aspects
of a speaker's or trainer's style are important to you? (energy level,
content, humor, entertainment, participatory exercises, and projection
of material)
- What is your
budget for a speaker or trainer?
- Do you want to
book a speaker/trainer for multiple presentations?
- What are the
demographics of the audience?
What should I consider
about support material?
- Are you interested
in obtaining support material? (workbooks, handouts)
- Are you interested
in obtaining follow-up support material? (books, audio/video tapes)
- Are you interested
in taping the presentation?
What to expect from
a speaker:
- Biography (bio
sheet)
- Introduction
- Photo for promotion,
if required
- Preprogram questionnaire
- Arrival in plenty
of time for presentation
- Diagram of best
room setup for speaker (sometimes)
- Audio-visual
requirements
- Handout copy
masters for duplication
How to choose
the right speaker or trainer:
This is often a
difficult process. Speakers and trainers have a number of different
styles and presentations. The demo video may not reflect the specific
topic or the specific style you desire. The following steps will help
you to evaluate prospects:
Evaluate the
speaker:
Brochures, video
and audio tapes:
- Use the brochure
to get an idea of the speaker's topics, experience, and background.
- Use the video
to check out the speaker's style.
- Use the audio
to check out the content and delivery style.
Topic:
- Is the topic
suitable?
- Does it meet
the needs of the audience?
Style:
- Is it suitable
for the presentation slot you chose?
- Is it compatible
with your audience?
- Can the speaker
deliver the right mix of humor, content, and stories?
Tips To Help
Make Your Speaker a Star:
1. Have speaker's
introduction read expertly
- Speakers provide
their own introduction
- Make sure introducer
is not nervous or uncomfortable
- Read the introduction
exactly as it is written
- An adlib here
may ruin the speaker's opening lines
2. Have a great
room setup
- Plan on setting
up too few seats, to start (fills the front seats)
- Have 10% less
seats than estimated
- Have more brought
in as necessary
- This makes you
and the speaker look good
- Insure adequate
lighting
- Too little light
on speaker – audience can't see facial expressions
- Too much light
on screen – audience can't see projected information
- Check audio/video
system
- Avoid uncomfortable
temperatures
- Know how to adjust
temperature beforehand
- Set temperature
a little low, temperature will rise as room fills
- Ensure a noise-free
environment
- Check what is
happening in adjacent rooms
- Have hotel commit
to a "noise-free environment"
- Use a riser when
audience is larger than about 100 people – easier to see the speaker
3. Strictly observe
your time schedule
- You need to keep
entire program on time – each delay may affect all programs that follow
- Professionals
always end on time – can adapt their program to timing change