UNDERSTANDING THE DETAILS OF YOUR CONTRACT BEFORE BOOKING A SPEAKER
We’ve come to the final part of our three-part series on how to book the perfect speaker for your event.
- In edit one, we discussed how to match your speaker to your event type, and whether you should hire a name or someone undiscovered.
- In edit two, we questioned whether it’s time to bring in an AI-generated speaker into your event – surprisingly this is just as popular for physical events as it is for online events.
Now it’s time to look at the specifics of your speaker choice.
You may think you have the right person lined up, but do they tick all the boxes?
In this final part of our informative series, we’ll share our insights into what you need to consider before negotiating a price and signing that final contract.
What attributes should a great speaker have?
To recap, as we mentioned in edit one of our series, your corporate speaker isn’t just someone who can talk at length about a specific topic.
Having the right person for your event is about finding someone who can connect with and relate to the audience. In an ideal scenario, your speaker will be able to identify how to change their speech, even mid-flow, if they notice that it’s not been pitched at the right level (perhaps too detailed, or too basic). They’ll need to know how to engage audiences and keep their attention. Perhaps through humour, storytelling or even through the use of research and statistics.
In terms of physical speaking style, they need to be clear and articulate.
Learning how to speak correctly is about understanding how to alter your natural tone and cadence, knowing when they can speed up or slow down their speech, and when to pause for emphasis. It’s about using your body language and facial expressions to add to what you’re saying and how to vary your pitch to convey emotion and feelings.
What do you need to think about before making your corporate speaker booking?
You might have a great idea of who fits your event, and hopefully, that person also meets your budget.
But before you sign the contract, there are still a few considerations you should think about first.
What type of event are you having?
This is where you need to think about your audience and your event goals, as well as the wider event logistics. What time will your guests arrive? Will you need your speaker to conduct a pre-event rehearsal and/or sound check? If so, what time do they need to arrive? If your chosen speaker needs to travel to your venue, you may need to factor in any transport and accommodation costs.
If your event is online or hybrid, you are opening yourself up to the possibility of booking a speaker from almost anywhere in the world. In those cases, you may then need to think about their technical capabilities and Wi-Fi set-up, along with different time zones and other logistical constraints.
Accessibility is essential
When we think about accessibility in corporate events, it’s often through the perspective of the audience. But it’s also important to ask your speaker what they need to work effectively. For example, if the speaker is neurodiverse, can you set up a quiet room nearby for them to use when required? Or can you alter any font size/typeface/colour on your presentation screen to aid accessibility?
If the speaker is physically disabled, is your venue suitable for their arrival? Is there access to ramps for wheelchair access? Are rooms and layouts easy to navigate? Will there be hearing loops available that can be integrated with hearing aids?
Having all of this information from the outset will make the booking process far easier to handle and will allow you to minimise stress levels throughout the planning process.
What technical needs will your speaker prefer?
Tech might not be the most exciting part of planning a speaker session, but it can absolutely make or break it.
Some speakers will arrive with a full list of preferences, while others might be happy to go with the flow. Either way, it’s essential to check in early and get clear on:
• Microphone preferences – handheld, lapel, wireless headset?
• Slide setup – will they bring their own laptop or need one provided?
• Presentation clicker – yes or no?
• Platform preferences – if it’s a virtual talk, are they comfortable with Zoom, Teams, Google Meet, or something else?
Top tip: If you’re using a lapel mic, remind your speaker to wear something that the mic pack can clip onto. Dresses without waistbands and silky fabrics are sneaky little saboteurs!
Contract and logistics
When it comes to booking a speaker, the behind-the-scenes logistics are just as important as the person on stage.
To start, make sure your contract clearly outlines:
- The agreed fee and what’s included (e.g. travel, accommodation, prep time)
- Are they brining anyone with them – an assistant or manager (and is their fee and travel etc already included in the fee and noted requirements)
- Timings on the day – including arrival, tech checks, and speaking slot
- Any agreed extras – such as panel participation, breakout sessions, or meet-and-greets
- Cancellation terms – on both sides
- Technical requirements – as outlined above
- A backup plan – just in case the unexpected happens
Being upfront about expectations early on helps avoid any awkward surprises or last-minute costs. It also gives your speaker the best chance of delivering something brilliant, because they know exactly what’s expected of them.
When you book through us, we’ll manage all of this for you. From fee negotiation to fine print – so you can stay focused on planning the bigger picture.
Allow us to help you find your next speaker.
Allow us to work with you to find the right speaker for your corporate event. We can work with you and your team to establish the right person who matches your credentials, authority, audience expectations and your budget.
Whatever you’re looking for, we’re here to help.
All you need to do is send a quick email to our team, and we’ll do the rest.