1. Discovery Call: Understanding Your Event Goals 📞
Our process begins with a comprehensive discovery call with your team. During this session, we’ll learn all about your event’s purpose, your audience’s needs, and the ideal speaker you envision. This critical step sets the foundation for finding the perfect match for your event.
Purpose: Identify key event goals, target audience, themes, and desired outcomes.
2. Sourcing Potential Speakers 🔍
Once we have a clear vision of your event, our team gets to work sourcing speakers who align with your criteria, budget, and audience profile. Using our extensive network, we look for candidates who not only fit your themes but also offer dynamic, impactful presentations.
Outcome: A tailored list of speakers who are a strong fit for your event’s objectives.
3. Presenting the Best Options 📋
Within a couple of days, we’ll send you a curated list of top speaker options, complete with bios, videos, and relevant speaking topics. We’ll then arrange a follow-up discussion to review each option, helping you evaluate and narrow down your choices.
What’s Included: Detailed profiles, video clips, testimonials, and topic suggestions for each speaker.
4. Offer and Negotiation Stage 💼
Once you’ve identified the top candidates, we take charge of the offer and negotiation process. Thanks to our strong industry relationships, we often secure competitive rates on your behalf. Our agency’s leverage allows us to negotiate favorable terms and streamline the process for you.
Benefit: Our expertise and network often lead to better rates and favorable contract terms.
5. Contracting the Speaker 📄
With the final speaker selected, we handle the contracting process. Using a standard template that protects both parties, we ensure all terms are clear and agreed upon. This stage also includes establishing a timeline for payments and deposits, all handled securely through our U.S. bank account.
Details Covered: Contracts, addendums, riders, payment schedules, and financial transactions.
6. Providing Marketing & PR Materials 📢
Once the contract is signed, we’ll supply your team with up-to-date marketing assets. This includes bios, high-resolution headshots, promotional videos, and other resources for social media, email campaigns, and ticket sales. These materials help you promote the event effectively and build excitement.
Resources: Bios, headshots, promo videos, social media content, and ticket sales support.
7. The Essential Pre-Event Call ☎️
A few weeks before the event, we schedule a 30-minute pre-event call between the speaker and your team. This call ensures that the speaker fully understands your event’s themes, audience expectations, and on-site logistics, minimizing any potential for misunderstandings on the day.
Why It’s Important: This call aligns the speaker’s presentation with your event goals and helps eliminate day-of-event surprises.
8. Coordinating Travel and Logistics ✈️
We work closely with your logistics team and the speaker’s representative to arrange travel accommodations well in advance. This includes flights, transportation, and lodging. We remain cc’d on all logistics communications to ensure every detail is addressed at least a month before the event.
Coordination Involves: Flights, hotel accommodations, car transport, and any special requirements.
9. Preparing the Speaker’s Detailed Itinerary 📅
A week prior to the event, we compile a detailed itinerary for the speaker. This itinerary includes:
- Contact details for on-site personnel
- Transportation and flight details
- Hotel information
- An hour-by-hour schedule covering AV checks, speaking time, sponsor meetings, media interviews, and more
Outcome: A well-prepared speaker who knows exactly what to expect and where to be at all times.
10. Post-Event Feedback and Future Planning 🔄
After the event, we reach out to gather your feedback and audience reactions. This helps us refine our services and start planning for your future events. If applicable, we’ll discuss potential follow-up speakers or content to keep the momentum going.
Next Steps: Feedback collection, audience response, and strategizing for future events.
Ready to Book a Speaker? Let’s Get Started!
Contact Us Today: Let us guide you through every step of the booking process for a seamless, successful event experience.