When it comes to communication between event planners and speakers, some frankly do it better than others. Recently, we reviewed communication from an event planner who clearly outlines what is expected of speakers and what speakers can expect in return. The list went well beyond the discussion of speaker fees.
We loved it. Why? Because parties on both sides would have a clear set of expectations that would eliminate confusion or, in some cases, resentment. It was refreshing to see how this was handled.
The event planner required that speakers would:
- Present proof of performance, so the planner could book with confidence
- Adhere to assigned conference sessions without requesting changes
- Meet all conference deadlines as listed in the communication
- Avoid making substantial changes to presentation content, format, audio-visual needs, room set-up, or other specifications
- Refrain from using the speaking opportunity to sell books, courses, merchandise, etc. if not otherwise agreed
- Give permission for the event planner to audio and/or video record the speakers’ sessions (there is more legalese to this, but you get the general idea)
- Share only positive or neutral opinions on the conference, its attendees, and its content
- Be available for promotional opportunities and media interviews, if requested.
In return, speakers at this particular conference could expect:
- Complimentary conference registration to all events except pre-conference workshops and add-on events
- Travel expenses to include round-trip economy class far; ground transportation to and from the airport to the conference center/hotel; hotel stay the night prior to the speaker’s presentation and the night of the presentation; cost of speaker’s meals on travel days and day of presentation
- Professional exposure on the event website and marketing materials
- An evaluation report with session ratings and feedback after the conference.
Setting expectations early will make the relationship and the event much smoother.
As a speaker or event planner, what additional expectations might you set?
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