Notes Numbering Seven to a Meeting Planner
If you’re looking for “The Room that Eats Speakers” you’ll find it just below this article.
The article I posted yesterday was warmly received by almost a thousand meeting planners, so I thought it worthwhile to continue the theme for a day or two – here’s an article specifically for past, present and potential meeting planner clients.
1) Content first: Decide who you want to speak for your conference based on the value of their message and their ability to enthral your audience, not on their reported ‘fee’.
Once you’ve decided who you want as your keynoters, then negotiate with them.
Negotiation Lesson 101:
Make at least one counter-offer to anything that anyone proposes.
Negotiation Lesson 102:
If what they are asking is way above your budget, then come clean…
tell them your budget. Don’t be ashamed of it, just let them know it
your budget will NOT insult them.
Remember, fees are not cast in stone (regardless of what anyone says), stealing an idea from Pirate pop culture “they aren’t ‘rules’ they’re more like ‘guidelines’”. Believe it or not, speakers value more than just money, but at the same time remember that ‘exposure’ is not always a selling point. People can die from exposure.
2) The Clock is Ticking: Stick to the schedule. You’ve paid the speaker mega-bucks to speak for you for an allotted time. If you want them to do the best possible job for you, give them the time you promised them.
Professional speakers will never make your job more difficult than it already is: They will never never never speak past their allotted time. Please, please, please do the same for them. Protect the time you gave them, to do their best for you they need that time. (Although they’ll do their best with whatever time you actually give them.)
Yes, you guessed correctly! There’s some personal history here. What do you do, when you travel to the other side of the world and the 90 minute keynote is ‘trimmed back’ to 20 minutes because of avoidable delays? You do your best – knowing that they got far less than they paid for.
3) Listen to your Audience: Hand out speaker evaluation forms, read them, and pay attention to what they have to tell you. Feedback is gold, never miss the opportunity to bend down and pick it up.
4) Hug (=Squeeze!) your Speaker: Within reason, extract everything you can from your professional speakers.
a. Are they willing to meet with your breakout session speakers the night before
and offer some speaking hints and tips from the professional?
b. Are they willing to do an executive breakfast/dinner session with key members?
Board members? Student members?
c. While they’re with you, could you get them to give an additional presentation
for the local board of trade?
d. Will they do media interviews before the conference?
e. Will they provide a follow-on article for your newsletter? Web site?
f. Will they contribute books and materials for draws?
g. Will they do a book signing in the exhibit hall? At one of the vendor booths?
Not all of the above will be possible, not all of it will be for free, but a speaker who wants to create a long term relationship with your association will be more than willing to do one or two or three of the above. It costs nothing to ask.
5) Dark Speaker Secret: Even though I speak for a living… here’s a dark secret. Speakers – regardless of their fee, content or style – do not make your meeting a success; they merely add an experience for your people to discuss. Make sure you include enough networking time in your conference. Running from speaker to speaker is not a conference, it’s a marathon.
6) Google is your friend: When anyone gives you client references, they offer you the names of clients who are certain to provide good feedback; this is not a secret, it’s obvious. So… get onto the Internet, Google the speaker. Speak to some folks they haven’t provided as references.
7) Lucky Number Seven: And finally? If a speaker has done a great job for you? Write them a knock your socks off letter of thanks/reference, and spread the word to your peers on how they helped make your meeting a success.
Speaking should be a win/win/win proposition. A win for the meeting planner, a win for the audience, and finally — a win for the speaker.
I wish you all the best on your next meeting.