The Expenses Dilemma When Hiring Presenters, Speakers, Motivational Keynoters, Trainers, or Seminar Leaders

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How To Hire A Speaker
Avoiding the Problems and Pitfalls, To Create Magical Meetings
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Motivational Keynote Speakers For Events, Conferences and Conventions


Contact Lilly Walters

740 Purdue Dr.
Claremont, CA 91711

909-398-1228

Amazing Motivational Keynote Speakers For Meetings, Conventions, and Conferences

contact Lilly Walters, 909-398-1228


For Meetings, Conventions, and Conferences

To Hire Motivational and Business Keynote Speakers

Free Articles for Meeting, Event and Conference Planners on HOW TO HIRE A Speaker, Motivational Keynote Speakers, Trainer, Presenter or Seminar Leader

Sports Motivational Keynote Speakers

Humorous Motivational Keynote Speakers

Leadership and Management Motivational Business Speakers


Download book for Meeting Planners

How To Hire A Speaker
Avoiding the Problems and Pitfalls, To Create Magical Meetings
Includes the Full Checklist to Insure Meeting Perfection!

$10

Motivational Keynote Speakers For Events, Conferences and Conventions


Contact Lilly Walters

740 Purdue Dr.
Claremont, CA 91711

909-398-1228

The Expenses Dilemma When Hiring Presenters, Speakers, Motivational Keynoters, Trainers, or Seminar Leaders

For a Sample Expense Agreement When Hiring Presenters, Speakers, Motivational Keynoters, Trainers, or Seminar Leaders

Contact Lilly Walters Lilly@motivational-keynote-speakers.com

909-398-1228

In the contract with your speaker, there is a simple, seemingly harmless line that sounds like …"client agrees to pay all normal out-of-pocket and travel expenses from speaker's home to the place of presentation." After the event, you receive a bill for $3,000 for expenses over and above the speakers fee! Problems arise when your interpretation of "normal" and the speaker's differ. It does no one any good to point fingers at each other after the event is over and sputter, "He/she should have known! It is 'obvious' that no one in the meeting industry does it 'that way.' "

Unfortunately, there is no "normal," "obvious," everyone does it "that way" method for expenses. If you ask 20 speakers and planners, you are bound to get 20 differing answers about what is "normal." One speaker we work with would never think of charging mileage from his home to the airport; another won't even consider accepting the assignment unless he knows a limo and driver will pick him up at his home and bring him to the airport, and be available to him during all legs of his trip.

What should be the highlight during your event, your speaker, can also create a very unpleasant and awkward event afterwards, if you don't ask a few questions before you sign the contract. Discuss all aspects of expenses: Hotel, meals, other out-of-pocket, seminar materials, taping, staff, transportation, and airfare. You are usually responsible for every expense the speaker incurs from the time he leaves his front door until he returns. Once you know what the speaker's idea of "normal" is, and they know yours, you can come to an agreement. If you have agreed in advance to that bill for $3,000 in expenses, it creates no ill will, and leaves you free to enjoy your speaker along with your attendees.

HOTEL:
Most planners assume they will only need to house the speaker for the night of the presentation. However, if travel and or the time arrangements force the speaker to spend the night somewhere as a stop-over in order to reach your event, you are responsible for this too. If the speaker chooses to spend time somewhere for his own personal reasons, you are not responsible.

MEALS:
In addition to the meals involved while actually at your event, you need to feed the speaker while on the road traveling to and from your event. Let the speaker know exactly how much will be allowed for each meal. One planner received a bill for $125.00 for a dinner for one. This fit right in with the speaker's idea of a standard meal; unfortunately, it did not meet the planner's expectations. The result was very bad feelings between both of them.

OTHER OUT-OF-POCKET EXPENSES:
Gratuities, laundry and valet, telephone and postage, mileage costs, gas and oil (if speaker is using his own car), parking and tolls and entertainment, etc., might show up on an expense bill. Confirm ahead which you are willing to pay for!

SEMINAR SUPPLIES AND MATERIALS:
You purchase the rights to reproduce materials yourself ,or the speaker reproduces them and charges a straight fee, or a per attendee fee. Sometimes this fee is included in the speaker's standard fee and will not be added on later. Ask for a firm price with an exact sample of all handouts. One planner I know was charged $5.00 each for a 3 page handout done on a copy machine. Another had no idea the handout was 200 pages long with gold embossing on the leather like cover, beautiful! But at $30 a copy it threw the budget way off.

TAPING:
It is illegal to tape a speaker without his/her prior written consent. Some speakers have no qualms at all about being taped. Others will refuse to go on, while some have sued the host organization. This can be a real nightmare if you don't clear it up before the event! The right to tape a speaker is often purchased (if they will allow it at all) for half of the speaker's standard fee or a per attendee royalty. Some will allow you to tape in exchange for a quantity of the tapes. Others won't charge you at all.

STAFF:
Occasionally extra staff is essential to the success of the presentation. This doubles or triples the expenses. Specify in the contract your understanding of how many people you are paying for.

TRANSPORTATION:
Taxi, bus, or car rental may be needed to get the speaker to the airport he departs from in his home town, then again from the arrival airport to your event. If you don't specify ahead, the speaker may, out of shear ignorance of the availability of other free transportation, charge you for car rental. Speakers are normally cooperative on this point, but won't have any way of knowing if you don't give them instructions.

AIRFARE:
For some professional speakers, coach airfare is acceptable — celebrities usually fly first class. If no one in your company/association is allowed to fly first class, and you have restrictions placed on you to only pay coach, professional speakers will usually accede to your request.
However, some speakers are constantly in the air. Airplanes become their homes away from home. They are not willing to spend the majority of their lives in coach. When you get to this point in negotiating expenses with your speaker, you may be forced to look at another speaker who isn't as busy (this could mean of a lessor quality) or find a way to increase your budget to allow for the higher airfare.

Super Saver Fares
The scenario: "But Mr. Speaker, you said you were going to get us the best deal on airfare and you would fly coach! Yet here is your bill for $1,218 - New York to California, I made that trip last month and only paid $350. If you had just planned in advanced you would have saved us $868! I think you should pay the difference."

"But Mr. Planner, I can't use those restricted fares because of my busy and changing schedule."

"Why not Mr. Speaker? Why are your other speaking engagements my responsibility? You have no ethics at all!"

Who is right?
This sort of controversy comes up when we have not taken the time to work out these details with your speakers ahead of the event. Let's look at your relationship with your speakers from the beginning. When you buy a speaker, you are buying …
1) The period of time it takes them to do their presentation
2) All expenses incurred to get the speaker from their door to yours and back again
3) A speaker who arrives at your event in a timely and refreshed manner.

Let's assume you have hired your speaker for a one hour keynote in San Francisco on Saturday, September 2nd at noon. You negotiated with your speaker for coach airfare. (This is where these sorts of questions occur as first class and business class are usually unrestricted fares.) In addition to that hour you purchased on the 2nd, you have the right to expect the speaker to take a flight for arrival at your venue in plenty of time to allow for travel problems.

SAMPLE AIRFARES
New York to San Francisco - lst class round trip - $1,720
New York to San Francisco - unrestricted coach - $840
Restricted - $420
(mid week departure, Saturday stayover, 14 day advance purchase, totally non-refundable)

Sample Super Save Problem

You hire a New York speaker for this San Francisco date. You purchase the tickets for the speaker, on a non-refundable fare. Departing from New York on the 1st in the morning, arrival in San Francisco that afternoon. He will do your speech on the 2nd. and get back on a plane the next day for a return flight to New York. You purchased 14 days ahead, so this meets all the criteria for the "best price," which is unfortunately a non-refundable tickets.

Now another planner hires your speaker for a date on the morning of the 1st in Orlando, FL. Your speaker can easily do this date and still be to your event in a timely and refreshed manner for a speech the next afternoon as you have agreed. But if he takes the booking, the non-refundable super-saver ticket you purchased is now worthless. You can't even have the speaker use the last leg of the ticket for the return from San Francisco to New York because the airlines cancel the ticket if the traveler is not on the first portion of the ticket. Now in addition to paying for those worthless non-refundable tickets, you will need to pay for your prorated portion of the normal coach airfare as well.
Some planners feel the speaker should not take that new booking in Orlando. But you did not buy the rights to the speaker for the 1st (the day before your event) only to that one hour on the 2nd and the right to have him arrive in plenty of time and refreshed. If you insist that your speaker use the super saver (restricted) tickets, you are forcing the speaker to block out the dates before and after your event. They make their living by selling these dates… you have just disabled them from selling the dates to someone else.

It is the nature of the professional speaker to have constantly changing schedules. I wish I could think of a way for my planners to be able to use those restricted fares when using speakers who fly coach, but no solution has presented itself! If we want the expertise, humor and talent that comes with using a professional speaker, we are stuck with this side of the problem too!

Pro-Rating Airfares

Most speakers will prorate their airfare between you and other clients they are presenting for within the same trip. This can mean great savings, and help to make up for the problem of not being able to use the restricted airfares. Some will charge you full airfare, no matter how many clients they are doing. In other words, he may be doing 3 talks within the same 3 day period and still charge each of those 3 clients the full airfare. ASK!

If the speaker is prorating expenses for you, it's very confusing. Many planners feel if the speaker does 5 engagements on the same trip, they should be charged 1/5 of the total airfare. Some speakers charge that way, most use the following percentage system.
Example: A New York based speaker has 3 speeches in a row, Boston, Orlando and San Francisco.

The normal cost, if he did each client separately would be:

Destinations: Round-trip fare
New York - Boston* $258
New York - Orlando*: $732
New York - San Francisco*: $1278
Total $2268
(*All fare full coach, round-trip. Based on American Airlines rates -as of 6/29/90.)

But since the speaker is doing all 3 locations in the same trip, the ticket will really only cost $1617.50. Each client will pay a percentage based on what the airfare would have been if the speaker was only doing a speech for them. You reach this percentage by dividing each "would have been" round-trip airfare, by the "would have been" total. Example, to reach the New York -Boston percentage we divide $258 into $2268, which gives us 11.4%. Since the real cost of the total airfares will not be $2268, but $1617, we take that percentage and charge the planner for their portion of $1617. So instead of $258 for New York to Boston, it will be 11.4% of $1617, which is $184.39:

Destinations: Round-trip fare Percentage Prorated Fee
New York - Boston* $258 11.4% $184.39
New York - Orlando*: $732 32.3% $522.30
New York - San Francisco*: $1278 56.3% $910.31


Don't wait until your event is over to find out you don't agree on what is "normal." Both of you will feel bitter and that the "other guy" was wrong.

Write an expense agreement ahead of time as part of your initial contract with your speaker. Specify exactly …
1) what you are willing to pay for
2) when
3) how much
4) for what quality and
5) for how many!

For a Sample Expense Agreement When Hiring Presenters, Speakers, Motivational Keynoters, Trainers, or Seminar Leaders

Contact Lilly Walters Lilly@motivational-keynote-speakers.com

909-398-1228


Lilly Walters the author of five of the best-selling books about the professional speaking industry, such as, "Speak and Grow Rich," "1,001 Ways to Make More Money as a Speaker, Consultant or Trainer: Plus 300 Rainmaking Strategies for Dry Times," and many more.

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Lilly Walters - has for over 20 years THE LEADING RESOURCE helped Corporate and Association Meeting Planners find PERFECT speakers and entertainers for their events: motivational, business leadership and management experts, keynote, celebrities, corporate entertainment, humorous, diversity, political, authors, consulting and training solutions, sport athletes and much more.

Lilly Walters is the author of five of the best-selling books about the professional speaking industry, including the best seller she wrote for Dottie Walters, "Speak and Grow Rich"