| A top-notch event planner is a talented illusionist, | | | | an important part of your event planning team, |
| transforming months of planning and stressful | | | | providing support once the speaker has been |
| heat-of-the-moment decision-making into what seems | | | | booked--including travel and audio-visual |
| like a seamless and effortless event. The right | | | | requirements--and even on the day of the event, if a |
| motivational speaker is a magician of sorts, too, | | | | speaker is forced to cancel due to illness or travel |
| casting a lasting spell over audience members and | | | | delays. According to Libner, a good speakers bureau |
| making them see the world--and their capacity to | | | | always has a backup plan. |
| change it--with new eyes. | | | | 4) Communicate directly with the speaker |
| The end result may be magic, but the steps to get | | | | A credible speakers bureau will facilitate your early |
| there are pretty practical, says Rich Libner, president | | | | interactions with your motivational speaker. Tell your |
| of MCP Speakers. Having spent more than 20 years | | | | speaker about your expectations and goals. What do |
| arranging appearances of motivational speakers | | | | you want the motivational speaker to contribute? |
| across Canada and the U.S., Libner knows from | | | | What are the key messages you want emphasized? |
| experience that the key to creating a magical event | | | | What do you know of the audience? What else is |
| is careful planning, expert guidance and clear | | | | happening at the event and how does the |
| communication. | | | | motivational speaker fit into the plan? |
| Looking to make some magic at your next | | | | 5) Get it in writing |
| motivational speaker event? Cast your own spell with | | | | Make sure everyone is literally on the same |
| these eight steps. | | | | page--confirm your understandings with the |
| 1) Start early | | | | executive team of your organization, the speakers |
| The sooner you start your motivational speaker | | | | bureau and the speaker in written form. Summarize |
| search, the more likely you are to find a speaker | | | | important points, dates, deadlines and other |
| who is available and fits your bill, both in terms of | | | | information. Get confirmation that everyone has seen |
| quality and price. Ideally, you should start your | | | | the document and agrees with its contents. This is |
| planning 12 to 18 months before the big day, but | | | | where a speakers bureau can help, adds Libner. MCP |
| successful events can be run with six months of lead | | | | Speakers, for example, gets all parties to sign a |
| time. Depending on the size and structure of your | | | | formal contract. |
| organization, you may need to allocate time to | | | | 6) Treat your speaker well |
| internal approval of your speaker choice--make sure | | | | A happy speaker is a helpful speaker, so treat your |
| you build this step into your timeline. | | | | motivational speaker with respect and kindness. No |
| 2) Do your homework | | | | one likes to feel like a hot potato so identify |
| Before starting your search for a speaker, make sure | | | | someone from your event planning team early in |
| you lay the groundwork for success. Assemble a | | | | your process to be your speaker liaison, responsible |
| knowledgeable team. Establish clear goals for the | | | | for communicating with the speaker and greeting her |
| event. Ensure you have buy-in from the top levels of | | | | when she arrives. |
| your organization. Know your budget. And identify | | | | Keep your speaker in the loop about any changes to |
| the qualities you're looking for in a motivational | | | | the event program or venue. Let her proof her bio |
| speaker. MCP Speakers, for example, represents | | | | and synopsis if you've altered it. Little touches can |
| adversity speakers, creativity and innovation | | | | make a big difference. For example, leave a small gift |
| speakers, goals and achievement speakers, success | | | | and all the details about the event in the speaker's |
| speakers, life balance speakers and more. Use a | | | | hotel room if she will be arriving a day early. Arrange |
| consultative approach that will result in concrete | | | | for the speaker's transportation to the venue or |
| expectations for the event as a whole and the role | | | | provide detailed instructions and a designated place |
| of your motivational speaker in particular. | | | | to park. Ask well in advance about the speaker's |
| 3) Seek expert advice | | | | expectations and requirements for the venue. Is a |
| A speakers bureau is a key partner for event | | | | "green room" required? If so, what amenities are |
| planners, says Libner. "We both want the same | | | | needed? At a minimum there should be |
| outcome--a standing ovation." | | | | refreshments, a mirror and a copy of the event |
| Look for a speakers bureau with years of experience | | | | program. |
| and a diverse selection of speakers who specialize in | | | | 7) Be prepared |
| motivating audiences. MCP Speakers, for example, | | | | Generate a checklist of phone numbers, including your |
| represents two-time Olympian and four-time | | | | speakers bureau, and circulate it to all members of |
| Paralympian Jeff Adams, who tailors his message | | | | the event team ahead of time. Ensure you have |
| about overcoming adversity in sports to audiences | | | | functioning A/V equipment and a technician. Arrive |
| ranging from business executives to youth. Libner | | | | early at the event to troubleshoot any issues that |
| also represents Susan Ershler, motivational speaker | | | | may arise. |
| and co-author of Together on Top of the World: | | | | 8) Evaluate the outcomes |
| The Remarkable Story of the First Couple to Climb | | | | There's always something valuable to learn from an |
| the Fabled Seven Summits. Ershler inspires audiences | | | | event, so make sure you do some form of |
| with her success as an executive at Fortune 500 | | | | post-event evaluation. You can speak informally with |
| companies and as a mountain climber who trained on | | | | key people who were involved, including your |
| her lunch hours by climbing stairs with a 40-pound | | | | motivational speaker, to determine what went well |
| pack on her back. | | | | and what could be improved in the future. You can |
| A speakers bureau will help you select an appropriate | | | | also create a formal speaker evaluation sheet which |
| speaker based on your desired outcomes and within | | | | you collect from the audience following the event. |
| your budget. You will have access to speaker bios, | | | | Compile the results of your evaluation in a report so |
| reviews and videos of performances, as well as the | | | | that you or another event planner can access the |
| bureau's direct experience of working with different | | | | recommendations in the future. After all, you want to |
| performers. | | | | ensure the magic happens next time around, too. |
| No event planner likes surprises. The bureau becomes | | | | |