How to Choose a Guest Speaker
Careers can be made or broken by how well people manage their company's meetings. Guest speaker selections are a critical part of meeting planning. You won't hit a home run every time, but there are things you can do to minimize the risk of making a mistake.
Other People Are Reading
Instructions
-
-
1
Decide what you want the guest speaker to accomplish. He could add value to the business experience being covered, provide entertainment or contribute something far afield from the business itself. Also, know your budget before you begin looking for a speaker because that will determine whether you can look out of town or locally.
-
2
Ask your business colleagues for advice. They may be aware of someone who would be perfectly suited to address your group. Getting input is also a way to gauge their expectations of the meeting.
-
-
3
If necessary, seek help outside of your company. The local Chamber of Commerce, your city's Convention and Vistor's Bureau, a trade association and even associates with other companies can give you specific names of speakers or companies that provide this service.
-
4
Make a list of possibilities and determine whether each would be suitable for your meeting. Start with local talent because you will save a lot by not having to pay travel expenses. Ask the potential speaker whether they would be willing to sit in on other activities at your meeting because that can add tremendous value. In the case of out-of-town speakers, find out if they will accept a flat rate for speaking to your group rather than a fee plus expenses because the payment is less complicated.
-
5
Begin negotiating, in earnest, after you have decided on a speaker. For example, some speakers will waive some or all of the fee if you agree to purchase their tapes, book or software, while others will offer a discount if they can sell them at your meeting. In rare instances, a speaker will agree to a lower fee if he can tape the meeting for future use.
-
6
Before you sign the contract with a speaker, do some necessary housekeeping because it will affect your budget. For example, determine what equipment the speaker will bring, when it will arrive and who will set it up. If assistance is needed, and if you are holding the meeting at a hotel that's unionized, most likely you will incur substantial costs. If you intend to display your company logo, some speakers resist because they would be giving an implied endorsement. Finally, find out what personal requirements the speaker has such as a dressing room, food or other special requests.
-
7
Draw up a contract that contains all the major provisions you have negotiated. Include the right to preview the presentation ahead of your meeting.
-
1
