Frequently Asked Questions – Working with a Speakers Bureau
Q: What is it like to work with a bureau?
Arnett & Associates is a resource for you that can really help defray some of the anxiety of booking a speaker. Choosing the right speaker, placing your request for the speaker in a timely manner, making sure you are matching the speaker selection to your audience, your theme and the message you want to convey are all essential pieces to this puzzle. Arnett & Associates is sensitive to these issues and will help you in the process. Just like choosing a professional for doing your taxes, our professional agents will understand the process and work closely with you to see your project through to the end. It is building a relationship that communicates in a two-way manner that will make working together a satisfying venture.
Q: What role does the bureau play?
A: With our history in the business, we have established many relationships not only with speakers, but agents who represent political figures, authors and celebrities of all kinds. Even the entertainment industry is included in this group. And, we are “on” 24 – 7 when it comes to your meeting details. Here is an example of how we would work for you, the client:
There may an emergency situation for the speaker booked for your event. Airline delays and deaths are part of the world in which we live. In the event a speaker cannot, at the last moment, fulfill his/her obligation, we will find a speaker in the same league to step in. Our goal is to help you fulfill your mission and do what it takes to make that happen.
It takes much more than “just another name,” to accommodate a change like that. It takes a relationship. If it also takes working through the night to make the connections, we will.
Q: Can I talk to the speaker before making my decision?
A: In most cases, the answer is yes. If someone is of celebrity status, than in that case, the answer most often will be no. Their schedules just do not allow for more phone calls. But if you are not working with a celebrity type speaker, ask us to schedule a conference call for you. It is a service readily available to you and we think it is a great opportunity to get the feel of how this person will address your audience before you ever make that decision.
Q: Can the speaker do more than one presentation for us?
A: A great way for you to get “more for your money” is to invite a speaker to present the kick-off keynote, and for a small additional fee, have the speaker do a breakout session targeted to a more specific topic. Speaker fees are generally broken down into keynote, half-day, and full day. If you schedule a speaker in the early morning for the keynote and then follow right on with the breakout, you will most likely pay the half-day fee, but this is a big savings to paying two different speakers. Speakers ask that you keep the two sessions within the same part of the day, as opposed to a morning keynote and an afternoon breakout.
Another thought is to have the speaker present the keynote and then facilitate a panel discussion of possibly your industry experts. Many will agree to this and again, you will get “more for your money.”
Q: If I don’t see a speaker listed on your website, does that mean you cannot get him or her for me?
A: Absolutely not! Our database of speakers is over 10,000. Our now twenty-six-year history in the business has exposed us to many, many people and the list continues to change every week. If the individual you are looking for is willing to address an audience we can find them for you.
Q: Do I have to bring the name of the speaker to you or will you make suggestions.
A: We work both ways with our clients. Most often, we are offering names and ideas to help you execute the best meeting possible. But, that said, we often are asked to find a certain person, author or celebrity the meeting planner is thinking would be great for their meeting.
Q: Does it cost me more to work with a bureau?
A: No. It actually saves you time and money. We have done the legwork and in many cases, do the research for you as well. This saves you time and money in the long run!
Q: Is travel included in the fees that are quoted?
A: Generally, the answer to this question is no. However, more and more speakers are assigning an inclusive fee so expenses do not have to be billed separately. However, you should know this in advance so this does not surprise you. You normally plan on having the expenses billed after the event so a true picture of exactly what the charges were will be billed to you. Receipts will be provided with the reimbursement request.
Q: Who makes the travel arrangements?
A: In most cases either the speaker, or the bureau for the speaker. Most often speakers want the flexibility to look at their schedule and make the decisions without too many phone calls. The speaker is aware of the possibilities of changes and likes to have control over their tickets to accommodate those changes.
At the time of being quoted for the speaker, your agent will also tell the requirements for travels, i.e., first class, business class, private jet service.
Q: Will ARNETT & ASSOCIATES help me with the purchase of books and materials from the speaker prior to the meeting?
A: By all means, yes. Also, when you pre-purchase a speaker’s book, oftentimes there is a quantity discount that can help you with the cost of the book. Some of our clients actually have book plates pre-signed by the author to be placed in the books prior to the event.
