For Rookie Event Planners and Meeting Planners: How Speakers Roll

Occasionally I have the pleasure of working with new event and meeting planners who will utter something like, “You’re only going to be here for two hours. Why do you charge so much?!?!?”

You’re new and excited about setting up the best workshop, training or keynote possible, but you’ve never worked with nationally known speakers before. No problem! Here’s a brief tutorial for you.

Speakers typically charge a flat day rate which covers:

* Time spent via phone or email understanding your company background, company culture, and training objectives, then creating a proposal for you (up to two hours)

* Time spent via phone or email planning the specific goals and needs for your group (up to two hours)

* Time spent via phone or email with you planning the logistics for the event (up to one hour)

* Preparation of a customized workshop, training or keynote for your group (approximately five hours for every fifteen minutes of presentation time, so a 90-minute workshop takes roughly 30 hours to prepare). The shorter the presentation, the more time it takes to develop.

* Preparation of customized handouts for your group (approximately one hour per page developed)

* Resources provided to attendees (Often this consists of information or tools that the speaker’s individual consulting clients would have paid to receive.)

* Rehearsal time so you get the best possible delivery for your group (length of workshop x 10 rehearsal sessions)

* Arrival at least 30 minutes prior for audio and video checks

* Presentation time

* Remaining after to answer questions

* The years of education and experience that gives us the knowledge to bring you a content-filled training or workshop

When a speaker presents in their home town, they are able to still meet with local clients and give other local trainings on the same day. When a trainer presents out of their territory, they typically charge their standard day rate no matter how long the engagement is because they will not be able to book other clients for at least the 24-hour period they are traveling and presenting for you.

Additionally, if you request a copy of the presentation to distribute to your attendees, the speaker’s proposal will include the licensing fee to distribute copyrighted intellectual property.