Tips for Preparing the Contract with a Speaker
Speaker Agreements are designed to create a smooth experience. However, when the details are not clear the agreement may play havoc in the life of a meeting planner and the speaker. Listed are 10 Tips with comments and questions to ask yourself as you prepare the agreement for your next speaker.
Tip #1: Include in your speaker agreement the expectations of arrival and departure time. If possible have the speaker book the inbound flight with back up flight that leaves later than the one booked, but still allowing the speaker to arrive in time for the engagement-should his original flight be cancelled. Also his departure time should give enough time for the close of the program and any after program requests, with built-in time for emergencies encountered during travel time, etc.
Tip #2: Review the speaker's A/V requirements and have any extra, over and above, requirements listed in the agreement. Room set up and stage requirements can make or break a performance. If the speaker has multi-media requests, also schedule a rehearsal and include that as part of the agreement.
Tip #3: If there are handouts expected at the program, understand the manner in which handouts are to be prepared. Will the speaker bring them with him? Is there an extra charge for the handouts? Will you be receiving a master copy of the handouts to be printed by your organization? How far in advance will you receive the master?
Tip #4: What type of ground transportation does the speaker expect? Are you willing to provide a limousine service? Do you have a budget for a rental car? Will someone from your organization provide transportation? Do you expect the speaker to take the complimentary hotel shuttle to find that after the program you receive an expense request for a $100 limousine service? Be clear in your agreement for the ground expenses on-site. Also consider the speaker's expense at his home site. Will you mind if an airport valet parking fee of $50 is listed on the expense report? What about a limousine pick-up from speaker's home to the airport? Check it out.
Tip #5: Review the agreement for program locale. There have been occasions that the agreement had the site location as Harrah's Casino in Tahoe, CA not Las Vegas, NV and it was not caught by the client so the speaker arrived in Las Vegas!
Tip #6: Are you expecting the speaker to join the group for dinner upon his arrival and find out that he went to his room and ordered room service at $50. Does your budget cover that expense? Were the participants expecting him to dine with them?
Tip #7: Are you willing to allow the speaker to sell products in the back of the room? Do you expect your organization to get a percentage of the sale? Do you have these expectations in the agreement?
Tip #8: Do you have a "no solicitation" clause in your agreement? This means that after the engagement the speaker is not allowed to contact members of the organization to solicit business from its attendees? If this is acceptable, do you have parameters in which the procedure is to be followed and have they been explained to the speaker?
Tip #9: If there is a scheduled book signing following the speaker's program, do you have in the agreement who is to provide the books and how long the speaker is expected to stay for the activity?
Tip #10: Are you planning to video tape the speaker's presentation? Have you received permission to do so? Are you aware that there may be a fee charged by the speaker?
It pays to check out the speaker's expectations against your own and to have them clearly defined in the agreement! This will allow for a comfortable and rewarding relationship between the speaker, client and bureau.