Below you will find a few questions that the team are often asked, and some advice we hope will help you when finding and booking a speaker. If you have any other questions, please feel free to contact the team at firstname.lastname@example.org.
What is the process for booking a speaker through the Vistage Speaker Bureau?
Simply put, contact us by email or phone 01489 770222 and let us know your requirements. To aid us find the right speaker for you and your event, it is helpful for us to know to following:
- The type of event: Masterclass/workshop, conference, two day training, meeting facilitator.
- The style of the speaker you are looking for: Inspirational, entertaining, interactive, motivational, thought leader, future trends.
- What are the objectives of the event and what you wish to achieve.
- The type of audience attending: Business leaders, senior managers, team events, industry experts, your clients – internal or external.
- Is there a particular expertise you require: Futurist, economist, digital marketing (see our topics).
- The budget you have available for the speaker or speakers.
- Examples of speakers you have worked with in the past and rated highly or speakers who have been recommended to you.
How far in advance should I book a speaker?
As soon as possible. Many of our speakers book up months in advance; however it might just be that the date you’re looking for is free, it’s always worth a try, contact us and we’ll look into it for you.
What do I need to know about the speaker prior to booking them?
Using our knowledge and experience we will recommend speakers that are appropriate for your event, based on our initial conversation and briefing from you. We will send you profiles of the speakers we think are the right fit, which will include their session outlines, video, biography and testimonials.
When you have chosen your shortlist we will then check that the speaker or speakers are available and confirm the fee. Once you have confirmed the speaker you want to book, we will supply all contact details and a briefing call can then be arranged for you and the speaker. This is a very important stage and ensures that both you and the speaker have all the information required, providing a clear understanding of the goals and achieving the desired outcome for your event.
What information is given to the speaker by the Vistage Speaker Bureau?
Two weeks prior the event the team will have given your speaker the following important information as received from you, the client. This will include the following:
- Confirm the meeting venue address and name of meeting room if in a large venue.
- A hyperlinked map of the venue location (and hotel if required).
- Venue parking information.
- Approximate number of attendees.
- All contact names and phone numbers.
- Confirm audio/visual requirements.
How do I brief the speaker directly?
A briefing call can be arranged as far in advance as you wish, but we suggest no less than two weeks prior to your event. We usually find it is easier for the speaker and client to arrange this themselves, but we are happy to arrange this call if required. The briefing conversation with the speaker will have more impact on your success. Below are important points to cover in this call.
Confirm the event agenda and precise timings for the day. This should include the time you expect the speaker to arrive and depart. If you wish them to stay for lunch/dinner/networking advise them at this point. It is important that the speaker and client understand timings and the speakers allotted time slot on the day, so that the speaker is not cut short or runs over time on the day (unless agreed room for flexibility).
The expected numbers and the audience backgrounds/status.
Where the speaker (if at all) will be tailoring their presentation to the audience – this will be briefly discussed by the Bureau team beforehand, but should be discussed in detail at this point.
Mention any pressing or sensitive issues that are important for speaker to know.
Ask the speaker how they want to be introduced. Any key points they’d like you to share with the audience (short and succinct works best).
If they have books, hand-outs or materials to be distributed on the day and will they be bringing them with them or sending in advance to the venue.
For a small workshop these will be items such as projector and flipcharts. For larger events we recommend you confirm:
- Front or back projection?
- Do they have their own presentation clicker?
- The system they run their presentations: Mac, PC (Keynote, PowerPoint)?
- If their presentation has any audio or embedded video?
- Audio: Do they prefer a hand held mic, lapel or radio headset?
- Do they have need for internet access during their presentation?
- Audience interaction: are roving mics required?
- Will they be using any props on stage?
What travel/accommodation support is offered once a speaker is booked?
We often find that you will have a better local knowledge of the area and event venue, so we request the client books the speaker a hotel if required and for it to be of a high standard.
If flights or trains need to be booked then either the Bureau or the speaker will arrange this and add this to their expenses. We recommend all travel, once the venue is confirmed, is booked well in advance in order to get the best possible rates.
If you have any queries at all, please contact the team at any time. Our aim is to make the process as streamlined and efficient as possible for you and the speaker.
How much is a speaker going to cost?
The price of a speaker can range dramatically, the higher the profile of the speaker, generally the more the fee will be; the fee will also increase with larger audiences. The Vistage Speaker Bureau has been working with a majority of our speakers for many years and have a great working relationship with them. Due to this, and the fact we also book them for our Vistage group meeting and events, we are privileged to be able to offer preferential rates for many speakers.
I have a speaker programme to book, can you help with multiple bookings?
Yes, we specialise in these types of bookings, in fact our member groups have a programme of speakers throughout the year. Please contact the team for a bespoke speaker programme matching your requirements.
What else do I have to pay for, apart from the speaker fee?
Standard expenses include (but are not limited to) return travel from the speaker’s origin to your event venue; standard or first class train travel or mileage and meals as appropriate to their stay. You may find that if the speaker lives over an hour away from the event venue, it is a reasonable request for overnight accommodation to be covered if a morning session and to avoid traffic or a long journey.
What does the speaker fee include?
Typically this includes the speakers’ fee and travel time, along with a pre-event briefing call. Please request our full T&Cs for further information by emailing email@example.com. Extensive pre-event work, including research will incur further costs. Travel time abroad will incur additional costs.
What are our standard Terms and Conditions?
Please email firstname.lastname@example.org for a copy of our full standard Terms and Conditions.
Fees: All charges are exclusive of expenses and VAT, unless otherwise stated. The Vistage Speaker Bureau will be fully transparent with our booking fee for our services at time of confirmation. Our booking fee will not be more than 20% of the speakers agreed fee and for Vistage member organisations this fee will be significantly less.
Client Confidentiality: Any knowledge gained by the speaker about your organisation remains strictly confidential, unless specified otherwise.
Copyright of Materials: Unless agreed in writing, copyright and intellectual property rests with the speaker on materials they provide. The client may not reproduce any of the speakers materials without expressed prior consent.