Speakers are considered to be the heart of the meetings and their performance is a determinant in whether the meeting is a success or a failure. Meeting planners need to consider many factors when it comes to finding, hiring and working with speakers. Here are some things that need to be taken into consideration:

1. How to find speakers

• Many speakers choose to go to professional conferences where they get to meet people
• Professors at universities or other educational institutions are experts in recommending suitable speakers. The economics department is the best place to start with.
• Look for speakers mentioned in certain business publications or newspapers
• Professional associations provide the best resources for finding the speakers you need, such as their professional conferences and their education/conference departments
• Look for speakers in a recommended speakers bureau

2. How to evaluate speakers

• Make sure you get references on the speaker you are interested in
• Determine if the speaker seems to be willing enough to accommodate your needs
• When talking to the speaker, try to determine if he seems easy to work with
• A good speaker usually responds fast to your questions
• Ask the speaker about his speaking experience, his credentials and background, and find out whether you can see him somewhere live or see some samples of his work(videotapes, audiotapes or written promotions)
• Ask him questions regarding the work he is prepared to do for your company. Find out about the research he intends to do before the meeting and learn how accessible to the audience he is willing to be before or after the presentation. You may also be interested to know if he uses his own handouts and if he is prepared to customize his material for your group.
• If you use a speakers bureau to find your speakers you need to let them know about the audience, the budget, the date and the place of the meeting. Also you may be asked about the reason of having the meeting, the speakers who have worked for you in the past and if this is the first time the meeting is being held.
• Don’t forget your budget and your limitations. There is no point in searching for a household name if you can’t afford one. Keep your eyes open for potential winners.

3. How to prep your speaker

• For a successful presentation, the speaker needs to have a good understanding of the audience. Therefore, he should be informed about the audience size, the age range, the ratio of males to females, the ranks of the people in the audience and the names of any high-profile people who will attend the presentation. He also needs to know about any subjects that may be off-limits and any current issues or challenges in the company.
• Each speaker needs to know the exact number of hours he can allocate for rehearsal, the topic and length of the presentation, the session format including the time allocated for audience questions, the existence of any interviews before or after the presentation and the name of any other speakers sharing the platform with him/her.
• If you want the presentation to be personalized you should let your speaker know the name of the person you wish to be mentioned in the presentation
• The speaker may want to talk to some of the people who will attend the meeting or have them fill out a questionnaire. You may also need to send the speaker some material about your company.

4. How to help your speaker

• The room, where the presentation will take place, needs to have a comfortable temperature, a well-lit podium and a sound system that functions perfectly well
• There shouldn’t be any noise from any adjacent rooms
• In your introduction, you should pronounce or spell your speaker’s name correctly. If the speaker has given you something to read, you should read it exactly as it is.
• You need to make sure that your speaker is involved in the development of conference promotional materials. You also need to send your speaker copies of all the promotional materials.
• Work with your speaker to create memorable handouts as they are considered very important for a successful meeting. You should pay your speaker for the preparation of the handouts.
• The meeting should be kept on schedule. If your speaker speaks after a meal, you need to make sure that the table service will be finished.
• Speakers should be treated as part of your team
• You should let speakers know the location of the speaker’s lounge and the meeting room
• Before your speaker goes onstage, he may need a quiet zone to prepare for the audience. When your speaker talks you should lead the applause and laugh at all the right places.

5. How to negotiate your fee to the speaker

• Here are some common give-backs that you and your speaker can talk about in order to warrant a reduction in fee:
  • Extra publicity
  • Extra night accommodations
  • List of attendees
  • Referrals
  • Choice of time slot or date
  • Spouse airfare/meals
  • Free ads in newsletter
  • Videotape master
  • Mailing list
  • Testimonial letter
  • Multiple performance master
• Find out if the speaker offers discounts for certain areas or resorts, time of the year, non-profit organizations and multiple engagements in one city
• Ask the speaker if he can fill more than one slot to avoid additional expenses

6. How to prepare the contract for the speaker

The contract needs to include the following items

• Company Details: name, address, contact name
• Speaker Details: name, telephone number, mobile phone number, emergency phone number
• Engagement Details: Place (location, address, telephone, room), Period(date, length of speech, time frame, expected attendance)
• Topic title
• On-site contact(s): name, phone, fax, email address, emergency phone numbers
• Fee plus additions(transportation, accommodation, material reproduction)
• Technical requirements such as audiovisual needs, reproduction of handouts
• Payment schedule
• The fine print
• Additional riders such as lighting, staging, special food/drinks
• Signature and dates

7. Additional things you need to take into consideration

• You need to make travel arrangements with the speakers. Some speakers prefer to make their own arrangements and bill you separately. You need to let your speaker know who is making the arrangement (name of the travel agency) in case you decide to deal with it. You should also make sure that someone will be at the airport waiting for him.
• You should make arrangements for the speaker’s accommodation. Have late arrival at the hotel as an option and put the room on the master account.
• Make sure the speaker gets paid on the day of the presentation. If you find the speaker through a bureau you may need to send a check in advance.
• If the speaker requires recording of his speech you may require an additional fee
• Find out about the speaker’s audiovisual requirements. Inform him in case your budget is tight
• Make sure you have a backup plan in case something goes wrong. Consider all possible scenarios, from demonstrators at the front of the meeting place to adverse weather conditions that may delay his arrival and even laryngitis. Keep in mind that professional speakers spend a lot of time on the road and want to limit the amount of time they spend at any conference.
• Try to provide the best environment for the presentation. Have your conference planner suggest and discuss ways in which the room set up can be an ideal enhancement to the program.