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FAQ

keppler offices
  • What are the benefits of hiring a speakers bureau?

    • We save you valuable time by getting to know your exact needs and matching you with speakers who meet those needs.

    • We handle all of the speaker logistics, like travel arrangements and room set up requirements, so you don't have to.

    • We know from experience how speakers perform in various settings, how they cover select topics, and how they work with different types of audiences. That means we can swiftly help you narrow the choices to those speakers who are proven performers.

    • We serve as your partner before, during, and after your event, streamlining the entire process and making sure nothing is overlooked.

    • Working with a bureau is insurance that, in case of an emergency with your scheduled speaker, your program will still feature someone who's a great fit for the event. Your agent will find an appropriate substitute if circumstances should ever require it.

    • We help you control speaker-related costs, such as by offering all-inclusive rates, taking advantage of a speaker's marketing incentives, identifying speakers with minimal travel needs for the date and location of your event, and negotiation power.

  • I have never hired a speaker. What do I do?

    • Consider the type of message you want your speaker to present.

    • Ask your agent for recommendations of who will meet your needs, based on your message, your audience, your event date, your budget, and your goals. With these details, your agent will be able to assess your needs and preferences, and suggest a short list of available speakers.

    • Take a look at the recommended speakers' videos and other materials to evaluate how your audience might respond.

    • Obtain and review the speaker contracts. If you have questions or concerns, discuss them with your agent.

    • Coordinate with our event service team to set up a pre-event conference call with your speaker, arrange for his or her transportation and lodging, and take care of the speaker's room setup requirements, audio-visual needs, and other logistics.

    • Follow up with your agent after your event to share feedback on the speaker, his or her presentation, and the reaction of your attendees. Your agent will use this information to provide even more personalized service next time.

  • Can a speakers bureau save me money?

    Yes, there are a number of ways we can help you save money when scheduling a speaker:

    • We may be able to identify potential speakers who are already scheduled to be in or near the location of your program at the time of your event. The result: reduced travel and lodging costs.

    • We can investigate all of the pricing incentives potential speakers are willing to offer.

    • Because of the long-standing relationships we have with some of our speakers, we may be able to negotiate more advantageous fees on your behalf.

    • We can help you avoid unanticipated expenses by providing an estimate of all of a speaker's required expenses and fees at the time of booking. Plus, in some instances, we may be in a position to offer an all-inclusive fee-including all expenses-for a given speaker.

    Best of all, we offer these services at no cost to you. Speaker fees are no higher when booked through a speakers bureau than when booked directly.

  • What is included in the speakers fee?

    The following are some of the factors that impact speakers' fees:

    Travel time/distance. Say you're holding a meeting in San Francisco and hire a Washington, DC-based journalist to deliver the keynote address. That speaker will essentially spend two days traveling to and from your conference-and two days away from other work or potential speaking engagements.

    Preparation time. Part of what makes a professional speaker professional is his or her ability to customize a presentation to your event. And that requires research-learning about your industry, your organization, and your audience-and the time to conduct that research.

    Participation in other activities. If you're like many event professionals, you may want your speakers to provide special services that add value to your event.

    Supply and demand. Demand for celebrity speakers, in particular, is huge, but their availability is extremely limited, so their fees will reflect this reality.

  • What are the benefits of "exclusive" speakers?

    Many of today's leading speakers are also "exclusive" speakers--professionals who are represented by a single speakers bureau for all events. Keppler maintains exclusive relationships with a number of speakers. One of the advantages of working with a bureau that has exclusive relationships is that they have direct access to that speaker, so you avoid the hassle of working through additional middlemen. Another advantage is the experience we have gained through the years in working with that speaker. We use that knowledge of the speaker to cater even more specifically to your event and to help you take advantage of their strengths.

  • What can I expect in the speakers contract?

    Make sure you always review and understand these eight key points in your speaker contract before it's finalized:

    1. Event date, time, and location. Double-check these basic details for accuracy.

    2. Speaker fee and payment terms. Make sure you're clear on deposit requirements. Traditionally, speakers need a deposit of 50 percent of the fee to hold the date for you.

    3. Speaker schedule. This portion of the contract should spell out what your speaker will do and when he or she will do it.

    4. Travel expenses. Be prepared for variances. For instance, speakers don't always know at the time of your booking where they'll be traveling from to get to your event or going to following your program. Also, given the potential for last-minute changes in travel plans, keep in mind that speakers generally must purchase refundable airline tickets. One way to minimize the impact of unknown travel expenses is to request a predetermined travel allowance in your contract.

    5. Hospitality requirements. Pay close attention to the hospitality rider so you're sure you meet the speaker's requests.

    6. Technical requirements. Note all needs listed in the speaker's technical rider. Is your speaker bringing along a laptop or just a memory stick-meaning he or she needs you to provide a computer for the presentation? Does the computer need to be loaded with PowerPoint? How about video capabilities?

    7. Force majeure clause. This section of the contract protects you in the event of a catastrophe beyond your control that forces you to cancel your speaker.

    8. Speaker cancellations. Alternately, speakers may be forced to cancel because of illness, physical disability, unanticipated work commitments, transportation delays, or personal issues.

  • I have a limited budget. How can I fund a speaker?

    Community organizations. Local nonprofits can fund speakers through sponsorships. Find a corporate group-especially one with ties to your community-that is willing to underwrite the speaker's fee.

    Professional and trade associations. These groups can also obtain funding through sponsorships. In this case, however, target your own supplier members as potential partners for presenting a speaker.

    Other resources: "10 Most Common Errors When Soliciting Major Donors" and "Cultivating Corporate Relationships" (American Society of Association Executives (ASAE)

    Campus groups. If you're part of a student organization, contact the groups on campus that fund special events, such as your student government or the college programming organization.