Considerations for Hiring Entertainers and Guest Speakers
Great
care must be used in selecting guest speakers for your meeting or
event, because the right speaker or entertainer can make or break it.
If you’re hiring a guest speaker, be sure to choose someone who is
motivational and inspiring or an expert in your field or business.
Choose someone who will help you reach the goals for your event.
Consider
how the group will benefit from the experience and from the speaker you
choose. Consider how your event will benefit from the entertainment
value the speaker or entertainer provides.
The best source for
guest speaker referrals is from friends, colleagues and business
associates. Still, you need to be sure to check their references. Do
they have a reputation for being reliable? Are they professional? Do
they fit your business’s image? Will they be dressed appropriately or
displaying or using offensive language or imagery?
Whatever your
needs, be sure to have a realistic and well thought out budget.
Remember that entertainment and speakers’ fees are always negotiable,
so don’t be afraid to make an offer. Choose wisely though. While one
entertainer might charge you $4,000 and be worth twice that amount,
another could charge $10,000 and be terribly disappointing.
Money Saving Tips for Hiring Guest Speakers
The following are some money saving strategies you might employ:
-Hire
local entertainers to save on transportation costs. With the recent
hike in fuel prices, this could make a huge difference in your bottom
line.
-If you have meetings in multiple cities or locations,
perhaps your speaker will agree to multiple bookings at a “bulk” or
reduced rate.
-Choose speakers who can also put on workshops.
You can also ask your speaker, celebrity, or entertainer, without being
overly imposing, to attend other segments of your event or to
participate in other activities at your event. While they would be
free to decline such a request, think of the added value it would lend
to your event if they accepted your invitation. It doesn’t hurt to ask.
-Negotiate a flat rate for the speaker rather than a fee plus expenses.
-Offer
the speaker the opportunity to record their presentation and update
their CD or DVD collection they sell themselves. This could save them
thousands.
-Offer to buy books, CD’s or other products from your
speaker or entertainer in lieu of an entertainment fee. Providing
these to your guests during your event brings an added value to it as
well.
-Offer the speaker the opportunity to sell their materials at your event in exchange for a discounted fee.
Sources for Finding Entertainers and Guest Speakers
If you don’t have personal resources to employ for your search, there are various places you can contact to seek a referral:
- Chambers of Commerce
- Convention and Visitors’ Bureaus
- Professional Associates
- Phone Directories
- Online Directories
- Speakers Bureaus
Remember to check the references of the referring bureau as well as the speaker.
After
you have provided a general profile of what you’re looking for to the
bureau, they can provide you with demos to assist you in your selection
process. Pay attention to how the speaker or entertainer interacts
with the group or audience, how well he delivers his message and what
overall feeling you might come away with if you were present. Is this
the right speaker or entertainer for your group? Does it fit your
business image? If not, move on to the next one.
If you’re
hiring musical entertainment as well, be sure that it is appropriate
and suited to the taste of the attendees. Obviously it wouldn’t go
over well to book a polka band for a college graduation event.
You
should be aware that some bureaus may charge you a finder’s fee for
their services, especially for booking celebrities. A 10% finder’s fee
is normal and should be expected and budgeted for if you take this
route.
The following is a list of speakers bureaus: (note that
the Harry Walker Agency and the Washington Speakers Bureau both
specialize in celebrity speakers)
After
you have chosen your guest speakers, trainers, teachers, or
entertainers, draw up a precise contract which explicitly states your
expectations of them and what you’re willing to offer them in return.
Be sure to include your request to preview their presentation as well.
Other Considerations
Before
you contract your guest speaker or entertainer there are other issues
which might need addressing. Here is a list of questions you might
want to consider or pose to your entertainer or guest speaker:
-
What is the duration of the performance? What are the chances that the
presentation will be longer than expected? Sometimes the entertainment
act or presentation will run longer than anticipated so you might need
to build a buffer into your schedule to accommodate such a scenario.
-What
equipment will your entertainment be bringing with them? When will it
arrive and how long will its set up take? How much space will they
need for the equipment and how will that impact the set up of your
tables and other equipment?
-What special requirements might they
have for unloading this equipment? Will you need to provide them with
dollies or man power assistance? If the hotel is unionized, that help
could be mandatory and costly. Those funds would need to be budgeted
accordingly.
-Will you be displaying your company name or logo on
the stage at the time of the performance? Some celebrities will not
agree to perform in such a situation, as it would imply an endorsement
of a particular company or product.
-Will your entertainer or speaker require a dressing room? If so, how many and of what size?
-What
meals and refreshments will the entertainer or speaker require? Will
they be served in their dressing room or have a table with the guests?
What other special needs or requests might they have?
-Is the entertainer or speaker and their equipment insured? Will you need to obtain additional coverage?
-What
are the emergency contact numbers of the entertainers and their agents
or managers? Include cell phone and home phone numbers in case some
unforeseen circumstances arise on the day of your event. Remember that
many entertainers work nights, so it might not be best to try to reach
them first thing in the morning.
Remember that the success of
your meeting or event depends mostly on the quality of your programs
and the strength of their presenters. How your speaker or entertainer
performs will ultimately determine whether you walk away with a litany
of complaints and a tainted reputation, or a success story full of
accolades and compliments. The decision of hiring entertainment and
guest speakers should not be taken lightly.
