The following checklist was compiled with the help of the National Speakers Bureau, 14047 W. Petronella Dr., Libertyville, Ill. 60048
Evaluate Needs
What is the speaker’s role in the event? For example, will he be a keynoter or a session moderator?
How should the presentation affect the audience? Should they be entertained or motivated to sell?
What is the budget?
What is the audience makeup (gender, age, economic background)?
What type of speaker would best suit the group’s needs (humorist, futurist, economist)?
Will the event have an overall theme that the speaker must tie into?
List any special requests for the speaker (book signing, question-and-answer session, autographs).
Making Contact
Give the speaker or her agent the group’s name and size as well as some background on the organization.
Let the speaker know where you got her name.
Give the location, dates of the event and time of the speech. Specify if those details are subject to change.
Let the speaker know if you have a definite topic or theme in mind. Likewise, specify if you need a customized speech.
Give the speaker a specific time frame, and clarify whether it will include a question-and-answer period.
State the budget and whether costs such as airfare, lodging, meals, transportation and incidentals will be reimbursed as additional expenses.
Give the speaker details on the audience size and makeup. Is the audience a competitive sales group? Will they be sitting through a full day of seminars?
If this is an annual meeting and the speaker is to be the key presenter, mention names of speakers who have been well-received by the audience at past meetings.
Discuss special interests of attendees, as well as organizational taboos, particularly if the audience will include inter-national participants.
Ask the speaker for biographical information, a video of his speech (if available), referrals and copies of handouts. Review all materials well in advance.
For customized speeches, ask to see several key points, but do not expect to see an entire transcript or video of the speech before the event.
If possible, meet with the speaker in person. Better yet, ask if you can see him in action at another event.
Discuss permission to videotape or record the presentation.
Negotiating The Deal
How many meeting rooms will be available exclusively to the group?
Do any have visual obstructions? Are they soundproof?
Does each meeting room have its own sound system, data ports, and light and temperature controls?
Is there a storage area near the meeting space?
Do ballrooms have access to the banquet kitchen?
What is the capacity and location of the freight elevator?
Evaluate Needs
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