1. Initial “Discovery” Conference Call
A detailed phone call with your entire team is an essential first step. We must learn about your conference or meeting, what the audience would like to learn, and the type of Speaker you are looking for. It is impossible to find the right speaker until this is completed.
2. Sourcing Potential Speakers
This is when the search begins, sourcing the best Speakers for your budget, your audience, and your themes, sticking to the information from the initial call.
3. Sending the Best Options
We will send you a list of the best options and arrange a time for everyone to discuss the Speakers you like most. Usually a couple of days later.
4. The Offer & Negotiation Stage
After pinpointing the top speaker choices, we submit offers using our simple online form. Our agency can often secure a better price despite our commission (between 20% and 25% of the total, paid by the speaker). We can “make it up in volume” to the speaker by bringing them more opportunities in the near future. But a Sponsor usually can’t do this. We usually have more leverage in negotiations.
5. Contracting The Talent
We can do this within minutes once everyone is agreed on the price and terms, with a standard template that covers both parties in the transaction. Addendums, riders, additional itinerary items… we have it all covered. In this step, we also map out timelines for payments and deposits. We handle all the finances through our US bank account.
6. Marketing & PR Material
Once the contract is signed we send the latest marketing materials: updated bios, high-resolution headshots, promotional videos, current articles for social media, attendee emails, even items to bolster ticket sales if required.
7. The Pre-Event Call
We insist upon this stage. The speaker agrees to a 30-minute phone call with your team, to gain a strong understanding of your event, themes, and audience. The on-site details can also be discussed. This step will practically eliminate mistakes on the event day.
8. Booking The Travel
Arranged often with your Logistics Department and the Speaker’s team directly. Flights, car transportation, hotel rooms, and anything extra. We are cc’d on all correspondence and this is completed at least one month prior to the event.
9. The Speaker’s Itinerary
We will piece this together for the speaker:
a) Contact details for onsite personnel
b) Car transportation and flight details
c) Hotels and room information
d) Onsite hour-by-hour schedule, including AV checks, speech time, sponsor meetings (cocktails, dinners), media interviews.
e) Conference room details and expected back-stage time
10. Post Event Guidance
The Agency will ask you for feedback, audience reactions, and testimonials. Based on this information, we begin strategizing for the next event, and will also suggest a timeframe to discuss follow-up speakers.