How to get the most out of working with a Speakers Bureau.

How to get the most out of working with a Speakers Bureau. - Epic Keynotes

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Engaging the right keynote speaker for an event can be a make-or-break moment, impacting the resonance and success of your gathering. While speaker bureaus offer a treasure trove of options, utilizing them correctly and maximizing the benefits of their services requires finesse and intention. Here is our "Do This, Don't Do That" when working with a Speakers Bureau.

Do This: Utilize Your Bureau Agent as a Strategic Partner

Your bureau agent is not just a middleman but a strategic ally in your quest for the perfect speaker. They play a crucial role in understanding your event's objectives, audience demographics, and overall vision to help you find a speaker who not only meets but exceeds your expectations. By working closely with your bureau agent, you can tap into their expertise, industry knowledge, and vast network of speakers to ensure that your event stands out and leaves a lasting impact on your audience. Trusting your bureau agent as a strategic partner will not only save you time and effort but also lead to a successful and memorable event.

Don't Do That: Treat Your Bureau Agent as a Roulette Wheel

While it's tempting to cast a wide net and hope for the best, relying on your agent to sift through endless options is a recipe for frustration.

Avoid the scattergun approach and instead follow these tips to not only save time but ensure you book the best possible keynote speaker aligned with your event's objectives.

Tip #1: Establish Open Communication Channels

Effective communication is the cornerstone of any successful partnership. Duh, but you want to be sure your agent is aware of the decision-making process, the stakeholders involved, in the loop regarding decision-making processes, and the desired information when reviewing speaker recommendations. As important, providing timely and detailed feedback enables your agent to refine their recommendations and move the decision process forward efficiently.

Tip #2: Don't Set Vague Objectives and Criteria

Beyond the basics, such as event details and budget, clarity is key. Clearly define your expectations regarding customization, pre-event communication, and what is required of the speaker. This sets the stage for a seamless collaboration and ensures that both parties are on the same page from the get-go.

Tip #3: Ensure the Speaker Knows Why They are Being Booked

It’s as important to provide context to the speaker of why they are being booked. At the firm offer stage, ensure your agent not only provides the booking details, but also the keynote topic and an understanding overview of why you want to book this speaker. This ensures the engagement is the right fit for them and they can meet your expectations, and provides them what they need to begin thinking about the keynote they are going to deliver.

Tip #4: Don't Focus on Negotiating Fees and Contracts

Contrary to popular belief, negotiating speaker fees is often a misnomer. Most speakers have set fees and requirements, making the firm offer process more about clarity and transparency. It’s important that key details are communicated and agreed to at the offer stage. In addition to providing comprehensive details about the event, it's important to outline in detail what is required of the speaker and what the financial terms are, including understanding any costs that could potentially be billed in addition to the fee. You want to ensure alignment, avoid misunderstandings of what is required, and not have any surprises expenses.

Tip #5: Set Milestones and Timelines

Once the ink is dry on the contract, stick to the agreed-upon plan. Clear communication and proactive planning mitigate the risk of last-minute hiccups and ensure a successful keynote. By setting clear timelines and delineating responsibilities, you minimize stress and maximize efficiency for all involved parties.

Remember...

Working with a speaker bureau can be a game-changer, provided you approach it with strategy and foresight. By treating your bureau agent as a partner, setting clear objectives, and fostering open communication, you lay the foundation for a fruitful collaboration that elevates the quality of the keynote speakers you book.

Post by Joshua White