A successful event requires not only solid planning but also an effective approach to promotion to drive attendance and engagement for participants. Employees or members may not attend your event if they are unaware the event exists and who the motivational keynote speaker or virtual speakers will be presenting at the conference or meeting. These 6 tips to successfully promote a corporate event will increase attendance and attract a larger audience while engaging the attendees to the event they are about to attend.

INVOLVING THE HEADS GET THE CEO OR THE PRESIDENT INVOLVED EARLY

Ask the leaders of your organization to make a video for the conference theme or event and why people should attend. Get the leaders involved in the event planning and have them identify topics of interest and what they want attendees to learn. Leaders will know what will be interesting for each of their teams, and by having them provide insights into the event theme, topic themes for the speaker and which type of speaker will be a success, they will become a direct stakeholder in the event itself sharing great ideas on the approach to booking professional motivational speakers or virtual guest speakers depending on the event format. By involving the top management and sponsors to have access to the event and possibly the speaker themselves, the event itself will become more popular as they will share the exciting project, they are one with other team members around the office and can do some internal networking and promoting of the event around the office.

GETTING THE SPONSORS & SPEAKERS TO HELP PROMOTE THE EVENT

If you are lucky enough to have a sponsor involved in the event, get them involved in the planning and request to learn if they know any good professional speakers or motivational keynote speakers that they want to see at the event. Ask them what topics they think will be a good fit for the audience and if they think having a recognizable guest speaker will help bring attendees to participate in the event or conference.

Once you have selected the speaker, engage the sponsor to help share the speaker’s information and conference program on their social media and within their network. This will create a buzz around your event and help drive attendees to the conference. If a sponsoring company or organization receives a request to be involved in the planning and can give attention to the featured speaker, sponsors are more likely to become involved with the event itself. Let ambassadors be a champion for you to help promote the motivational speakers and inspirational keynote speakers attending the event.

Additionally, promote your professional keynote speakers with whom you are collaborating. This is a terrific method to reach out to their audiences and spread the word about your event even further. It’s critical to use other people’s followings so that individuals outside of your target demographic are aware of your events.

ALLOW EARLY REGISTRATION

Let your event planning teams announce your event as soon as you have a date set. Let people know that there’s an opportunity for them to participate in your event and listen to your invited motivational guest speakers or conference keynote speakers who will motivate, educate, and inspire them. You can also post tweets or Instagram posts on the days leading up to your event so that attendees will see them and get excited about attending.

You should notify individuals about the date of the event as soon as possible and offering early bird registration is a terrific strategy to advertise your conference and corporate gatherings in Canada. This will encourage your audience to register for your event and get their tickets as soon as possible especially if a discount is involved. It will also allow them to manage their schedules and make other plans, such as saving money for this purpose. If you don’t tell them the date, they can show up to your event on a completely inconvenient day, and then leave feeling furious or disappointed in themselves especially if they were expecting a good time.

Make sure that you have a strong headline so that everyone who reads it knows exactly what you and the invited engaging speakers have to offer and why it’s worth their time.  This should also be followed by an image with details about how much money will be saved if they purchase now as opposed to later on during the conference/event itself – this helps demonstrate value while also encouraging urgency when making decisions like these because most people tend not to take into account costs associated with doing things late versus early.”

USE SOCIAL MEDIA FOR YOUR EVENT

If you want to engage with your event attendees, social media is a great place to start. You’ll be able to share valuable content with individuals who are interested in what your invited professional speakers or thought leaders have to give by using social media. For example, you can request that the external speakers or leading experts you’ve hired share the corporate event details on their social media accounts, such as Facebook, Twitter, and Instagram, to promote themselves and the events by connecting with potential attendees before the event. Using these platforms during the event will also ensure that others can see how great it will be. Promoting on these platforms after the engaging keynote speakers finished speaking so that people know where to go the next time, they want to hear a talk like the one your speaker presented.

The keynote speakers at the event can interact with attendees and fans on social media before your event is a great way for the attendees to get to know them, and it’s also a great way for them to get to know you as the event organizer. Encourage in front of delegates to take pictures or videos and use predetermined #hashtags and tweets for the event. Create a Sense of community for the event – Facebook groups, Instagram, Twitter, and Snap-Chat all help promote the event either through corporate meetings or conferences, before and after it occurs. You can also get the Speakers Bureau of Canada to help promote your event and the speaker on social media.

DEVELOP A UNIQUE #HASHTAG AND USE YOUR EVENT #HASHTAG EVERY CHANCE YOU GET

If your event organizers haven’t already, it’s time to start using hashtags for promoting your conventions and other corporate events. Find the specialised and unique #Hashtag for your event and include it on your event page. Make it a practice to always use the event hashtag. This applies not only to your social media posts but also to other marketing channels and printed materials. Reinforcing the hashtag helps anchor your event and keeps it top of mind. Encourage all event contributors, speakers, attendees, and anyone possible to tag your posts and engage in the comments section.

Make sure your hashtag is included in the account bios if you’ve created specialized social media profiles for your event. Hashtags are natively supported on the following social media platforms: Facebook, LinkedIn, Instagram, Twitter, TikTok, Pinterest, YouTube, and Google Streams. Mobilize your event participants (such as celebrity speakers or highlight keynote speakers and make sure they are aware of the event hashtag and encourage them to use it while discussing the event. This will assist your event planning teams in reaching their target audience

A word of warning. While it has been proved that adding a hashtag to your Tweets increases engagement, don’t go overboard. Posts with more than two hashtags receive 32% less interaction than those with no hashtags at all. Nobody likes being spammed.

MAKE A UNIQUE LANDING PAGE

Landing pages are a great way to explain your conferences, conventions, summits, corporate meetings, and any other type of event. Give people an opportunity to sign up for it on the landing page. A well-designed landing page can also be used as a marketing tool after the event is over. The purpose of a landing page is to explain the event to your audience, tell them why they should attend and why your speakers Canada’s bureau talent is the right person to deliver that information.

Your landing should include:

• Event details (what time, location, etc.)
• Speakers’ bio(s) and/or resume(s), if applicable (speaker can also include links).
• If there are multiple Speakers Bureau Canada speakers talent at different times throughout the day or evening, include separate sections for each speaker’s talk so guests know what they’re getting into when deciding whether or not they want tickets themselves.
• Social Media handles and hashtags

When visitors come to your landing page, they should know exactly what they need to do next. Make sure the call to action is clear and easy for them to find. You can also use this page to share information about leading authorities who will be attending your event. It’s also a good idea to include images or videos from your last event, as well as a FAQ page that answers any often-asked questions.

Growing attendance can be a little difficult but the best event planners promote the event on social media to create a higher engagement to attract attendees. Kickstart new campaigns and gain an online community surrounding the event on different social media platforms. Social media is the best way to bring attention to your event taking place and to keep attendees informed on the announcements.

This will enable you to reach out and connect with your potential attendees and encourage current attendees to share and like your posts. Create value for them through content and a great community experience. They just might return the favor by spreading the word for your team and attracting more engagement for new attendees and bringing them into your community.

The following tips will help increase the list of attendees to your corporate conferences and gatherings:

Social Media Communities

Getting people involved and talking about your event during all stages of your event is a good thing. It creates interest, and awareness and sparks discussions. So where do you begin?

Facebook

A good place to start would be Facebook. Create a Facebook Page for your event way before the actual day. Invite your potential attendees and use the page as a launchpad for conversations. They would have an online meeting place to socialize, discuss and plan their event itineraries.

LinkedIn

To target a more business-oriented audience for your event, starting a LinkedIn group would be a great idea. Think of it as the central networking platform for the corporate world. With a LinkedIn group, you can start discussions on specific topics your event will explore. Get the input of professionals who could be your potential attendees. Not only that, but your group will also be the best place for people to network as well.

Twitter

With Twitter, start Q&As and #hashtags to better promote your event. Have people tweeting using those #hashtags for the conversations taking place. You could even @mention your event’s featured speakers or industry experts to increase visibility.

YouTube

YouTube. Generate interest among potential attendees through YouTube video campaigns. Get them to share these videos to get the message out. Some ideas for consideration would be:

• Short and informative snippets that talk about your event.
• Teasers that give potential attendees a brief idea of what to expect.
• Funny videos that need not be about your event but serve to generate buzz – with the possibility of going viral.
• Whatever angle you pick, the more views you get from YouTube videos would help generate more attendee leads in the future.

Virtual Tickets/Webcasts

In the past, distance and time were some of the negative factors for potential attendees to pass on events. The Internet solved those problems. You are now able to offer live streams or recorded videos of your event to people online. Reach out to people you never thought you could before by:

• Creating virtual tickets for attendees unable to be present at your event. Give them access to live webcasts that keep them connected to the event from wherever they are.
• Offering recorded segments of the event for attendees to keep. This gives them the flexibility of viewing your event’s content at any time.
• Engage more attendees on new platforms for your event and expand your outreach.

Mobile Ready

Optimize your event websites for mobile platforms. You could even use QR codes in your marketing campaigns for potential attendees to scan and find out more event details.

Personalized Email Campaigns

Sending generic e-mails to a wide list of potential attendees could get your event on their radars. It might not be enough for them to say yes though. We as people prefer e-mails catered to us – to show that the sender knows and cares enough to find out about us. For your next e-mail campaign, take the time to craft specific e-mails for specific people. Potential attendees will appreciate the fact that you have made the effort to discern who they are and what they do. This in turn may attract them to come to your future events.

TikTok

Oh yeah, have you thought about TikTok? Get the younger generation engaged through TikTok by having speakers and influencers catch wind of your event and promote it to attendees that may otherwise would never have heard of your event if it were not the quick clips on the platform.

Whether organizing a small meeting or orchestrating a large conference, event planning is a huge task, and it is critical to know how to plan a successful event. With every event, no matter how simple or complex, it requires detailed planning and coordination with all stakeholders from first conversation until the day of the event.

From establishing an accurate budget to promoting your event, there are a number of components you should start to consider early on to make the process as stress-free as possible. While no two events are the same, and every event has varying goals, budgets, and audiences; there are several steps you can take to jump-start the planning process, keep on track, and maximize your event’s success.

DEFINE YOUR GOAL

Set a timeline and include all the activities you will need to complete before the event. This plan can change but it is important that you can visualize everything that you need to do. Always ask yourself beforehand ‘What are you hoping to achieve from this event?’. A set of strong objectives can help you to stick to a core plan and produce a fantastic event. It seems pretty obvious but it’s worth having a critical approach to this issue.

Formulate your goal as specifically as possible: do you want to convey knowledge to participants; raise funds for a project or offer guests aesthetic pleasure? The format of your celebrations or meetings will depend on the answer: its concept, timing and duration, role distribution within the team, the layout of the hall, catering, and sound. Everything you do for your event will have a purpose and will generate an opinion of each attendee.

Once you know all the costs and the timeline associated with your conference event, it’s time to start the real plan! Creating an event master plan will allow you to ensure every aspect remains on track, as well as make it easier to coordinate with volunteers and event committee members.  Your event master plan should encompass all aspects of the event, including:

• The venue, logistics, & catering management (contracts, permits, insurance, etc.)
• Speakers and presenters (identifying, confirming, logistics & management)
• Activities and entertainment
• Publicity and promotion (online & offline, such as web page & online promotion; events calendars; printed programs; media relations; signage; social media, etc.)
• Registration (online sign-up, payment, and tracking; on-site sign-in, etc.)
• Sponsor and partner management
• Volunteer management and responsibilities

SET A TIMELINE TO MANAGE ALL TASKS TO MEET EXPECTATIONS

While planning your event, consider also creating a detailed timeline, so that everything moves smoothly. Include when any permits or insurance policies need to be submitted when registration ends, and a detailed timeline of the day of. Not having a timeline leaves room for error and will make it more difficult to remember what worked and what was not executed at each of your events. If you or your organization has run previous events of a similar type, reviewing any documentation that exists at this stage can help you ensure you’re not missing anything. Keep adding and subtracting off the list as you go and create separate lists for larger tasks and responsibilities. Add deliverable dates for each task to be complete, so that you can continue to move forward efficiently.

ASSING ROLES & RESPONSIBILITIES

It is very important to distribute tasks among the team members not only at the preparation stage but also during the event. Allocate responsibilities by zone. For example, someone is responsible for the registration zone, someone else for greeting the guest speakers, a different person for the equipment, for catering, communication with the press, etc. Every person needs to have his or her zone, which he or she should be responsible for throughout the entire duration of the event. Give each member of the team a document with the assigned responsibilities, so that every person knows who to contact for any specific issue.

ESTABLISH THE EVENT TEAM

Unless your exhibition or functions is really small, you’re going to need a hand. Well really, you’re going to need a few sets of them. Because while you may have the vision for the final product, you’re going to be stretched a little thin if you’re expected to focus on everything when planning an event. It’s up to you to not only assemble an event planning team but also to make sure that the many wheels are all spinning in the right direction.

DEVELOP A CONFERENCE THEME OR EVENT THEME

What is the conference/event theme? Does the conference theme speak to what the attendees and members will want to learn in attending the event? Will the event theme attract delegates?  Will the theme attract delegates? To establish a powerful and catchy conference theme name, it must align with current events, organizational goals, industry challenges and the topic themes that will be explored throughout the program.  What is the purpose of the event? What do you want the attendees to learn?

WHO IS GOING TO BE THERE?

Who is your target audience? After deciding who your target audience is, you can answer specific questions. I am sure we are missing some, however these questions will get you thinking in the right direction.

• As an exhibitor, who do you want to attract to your booth?
• As show management, what brands do you want to bring to your attendees?
• As a corporate event host, who will benefit from this shared experience?
• Does your audience reside in a specific region?
• What is the demographic of the audience?
• How will the audience impact the event as a whole?
• Are there specific schedules of your audience that need to be taken into account?
• What is the main takeaway from this event?
• What are the specific aspects that make this event to go to this year?
• What worked well last year?
• What aspects of your event need to be decided months before the event? What elements can be planned a few days before?
• What amenities need to be present at your events?
• What does the event schedule look like?
• How long do your events need to be to get the message across and to make a lasting impression on attendees?

SEARCHING FOR SPEAKER

Now is also the time to start securing speakers and checking the availability of presenters and special guests. Find out whether they’re a good fit for your event by checking where they’ve featured before and what kind of audiences they seem to attract. Your speakers and panelists are an important part of your conference. For many events, the keynote speaker is the star of the show. But if your sourcing strategy starts stagnating, the quality of your speakers will begin to decline. To find Keynote Speakers, Business Speakers, and Motivational Speakers for your next event. Use the Speakers Bureau of Canada Find a Speaker Search Tool. Use search filters here to narrow down to the perfect keynote speaker.

BOOKING A SPEAKER

Speakers Bureau of Canada provides meeting and conference planners free speaker booking planning services – from identifying the perfect speaker to coordinating travel, contracting, and programming logistics. Today, access to the very best knowledge is critical to success. If you’re a corporation, organization or association searching for a competitive edge, look no further. Speakers Canada’s bureau talents are experts who speak to educate, motivate, and inspire audiences at corporate meetings and events. They provide in-depth information and highly focused content targeted to specific needs, delivered compellingly.

What makes Speakers bureau Canada speakers talent different? We are the premier speakers in Canada: keynote speakers, facilitators, coaches, and trainers. Many are internationally renowned and have been certified as Certified Speaking Professionals (CSP). SBC members are in the business of speaking. They are experts. They deliver with eloquence. And they abide by a code of ethics. From inspirational to highly practical to business and leadership – count on SBC members to provide the highest value – the edge you need to succeed and the depth of knowledge to give you a winning advantage in business or a whole new “take” on life.

SECURING A DATE THAT WORKS FOR ATTENDEES

When will corporate meeting or conference takes place? Is there a time of year that your desired venue is available? Is there a time of year that is less hectic in your desired city? What will the weather be like during your desired event dates? Is there a specific time of year when your audience is most/least busy? How often will this event take place? Will the event take place during a specific time in a sales cycle for your audience?

This is an important factor that many people often forget. Ensure that you create a date that is suitable for your intended audience. Make sure that it isn’t conflicting with any holidays or key calendar events, both in your industry and outside it.

SECURING A VENUE OR VIRTUAL PLATFORM

Where is your corporate gathering going to take place? What venue, in what city? Where will attendees stay if they come from out of town? Is there an airport, public transportation, or accommodations around the desired location? How easy is it to get to your desired venue or city? Where do most of your attendees live?

Make sure that your location aligns with your objectives. Always make sure that the room is adequately equipped for your needs and ask about all associated costs before booking. Remember to ask about additional details such as parking, transportation to and from the venue, and food and beverage services.

PROMOTE THE EVENT

Promoting the event can be the most important thing to do if you are selling tickets or your membership can purchase a conference package. You can also promote to exhibitors, sponsors and the contributors that make your event a memorable experience year after year.

PLAN HEALTH AND SAFETY MEASURES

If you’re hosting your corporate event in person, be covered for all eventualities by conducting a risk assessment and drawing up a health and safety plan to protect suppliers and attendees from potential problems. In these times, restrictions may mean social distancing measures or strict personal protective equipment (PPE) requirements, so take these into account. For virtual events, consider sharing a list of rules and your code of conduct with attendees before the big day.

FIND WORKING PARTNERS FOR PRODUCTION, CATERING ETC

Your next step to consider when organizing an event is researching suppliers. From DJs and decorators to food trucks and face painters, a lot of your event’s success relies on your ability to find great people to work with.

CARRY OUT A FINAL CHECK 24 HOURS BEFORE THE EVENT

Make sure that you’ve informed the participants of how to get to the location, invited all the important guests, and prepared the printed materials, and audio and video content. Check whether everyone understands his or her tasks and responsibilities and whether the space is ready. For this purpose, you can draft a checklist, like this one.

A similar checklist can be drafted for the checking preparation on the day of the event: whether everything is in place, working, or being done on time.

Be sure to print out the event programme and let each member of the team and volunteers have a copy. In addition, give everyone the main contact phone number for communication with one another in the event of an emergency.

EVALUATE THE EVENT

Take the time to reflect after any event. Look at where you could manage your time or tasks better in the future to maximize efficiency and fine-tune your planning and preparation skills.

With these event planning basics, you should be able to host a wonderful event that your guests will truly enjoy.

ASK FOR FEEDBACK

You’re probably going to be tired and happy after the event, but it will be difficult for you to give an objective assessment of how it all went. That is why you need to ask participants to complete a printed evaluation form at the end of the event or an online form when they get home. Ask them to assess various aspects of the event: logistics, keynote speakers, Annual General Meeting locations, and the work of the organizers. This information will help you to avoid mistakes in the future and improve the quality of your corporate events. If possible, get feedback through social networks or record video reviews at the end of an event. This will come in handy if your corporate gatherings in Canada is held again. Whatever event you organize, be optimistic and don’t be afraid of surprises and your event will be a success!

The purpose of a keynote speaker is to feature as the headline speaker at a summit, meetings, business gatherings, conventions, or any type of corporate event. The keynote speaker’s role is to serve as the event’s featured speaker and is the number one investment you can make to generate new outcomes for your organization.

From inspiration to strategy and education to motivation, the speaker you select with bring your organization to new heights and maximize the potential and abilities of the attendees. They are an advocate for the industry in which they have achieved success and have accumulated significant experience or energized an audience for the remaining sessions in the day. A thought leader brings a new strategy to your organization and a professional speaker relays the messages the employees or members require to enable new learning.

ENGAGE TO EMPOWER

Engaging keynote speakers generate experiences that become unforgettable for attendees.  They have progressive solutions for complex problems, with lived experiences that tell a story that relates to the audience and their situation. They educate, motivate, and inspire new foundations of knowledge while reinforcing best practices. Engaging attendees should be the number one purpose of your event, and the speakers job is to engage them to the shifts and transitions required that affect the core direction of the individual and the company. They empower the audience to make better decisions and create new attitudes for goals and aspirations.

NEED SOME ENERGY? BRING IN A SPEAKER

Professional Keynote speakers are usually hired by event planners to headline conferences, company retreats, wellness retreats, and other large events. They incorporate the topic themes to address challenges the attendees face in their careers. Depending on an event’s objectives, planners may choose to book an energetic speaker or a sports motivational speaker who specializes in motivating others, promoting the learning that is required to push individuals forward.

WHY IS IT IMPORTANT TO FIND THE RIGHT KEYNOTE SPEAKER?

Event organizers are all too aware of how challenging it can be to maintain attendees’ interest throughout a conference, especially if there are multiple sessions throughout the day. If the event’s keynote speaker is scheduled to open it, their speech can influence the mood and create the energy required to push participants to be excited about their day.

It takes skill to select the ideal keynote speaker for your conference. The right speaker will engage attendees, the perfect speaker will create life changing experiences and the best speakers do both.

WHILE INDIVIDUAL TRAITS MAY VARY, A GOOD KEYNOTE SPEAKER WILL:

• Be regarded as an authority or thought leader in a particular field of study.
• Regarded as a trustworthy source of information with educational tools people can use
• Speak in an authentic way, with no bs and real-life examples of how people can change through their presentation.
• The capacity to communicate and customize their materials for specific audiences.
• Offer a list of professional references and examples of prior speeches.
• Have a trustworthy and honorable reputation in an industry.
• Be regarded as an innovator in their field with researched solutions.
• Have the ability to present in different formats.
• Be notable or recognized for their accomplishments.
• Have incredible personal experiences, superhuman in nature.
• Recognize and respect the limitations imposed by event managers.
• Be able to identify disengagement and improvise on the fly
• Have a professional approach before, during and after the event.

WHAT MAKES A GOOD KEYNOTE SPEECH?

An excellent keynote speaker will have the ability to empower the audience with their incredible stories and learning outcomes that are applicable to each attendee. A powerful keynote speech gives audiences the chance to leave with new levels of knowledge with the inspiration to take home and implement what they have learned in their lives. A keynote speaker makes sure that attendees can come to new conclusions regarding their work and home lives. They provide practical insights and inspire the solutions individuals crave in order to find purpose in their personal and professional lives.

GREAT KEYNOTE SPEAKERS CREATE MEMORABLE EPXERIENCES

A polished keynote speech focuses on blending the speakers experience with progressive ways to solve complex problems. The best speakers improve the outcomes for individuals that are remembered for the rest of their lives. An authentic keynote presentation leaves an impression and ignites passion, drive, and determination to dig a little deeper, grow a little further and inspire one another to tap into their potential and bring it full circle into action. They keep attendees coming back year after year, with new anticipation for desired learning and desired change they often seek through attending corporate events in Canada.

When making your investment, it is important to learn about the speakers’ books and online training in case there is an opportunity for additional learning. Speakers will often include free copies or subscriptions to each organization. You may want to include the offerings in door prizes or offer specific members of the organization that can benefit from the added learning.

Online training and books can also be offered at a discount rate for bulk order purchases. Taking advantage of the discounts and offering attendees a complimentary gift will always be remembered long after the event by each attendee. Much like a breakout session, they offer additional learning opportunities for attendees and will assist them in implementing the strategies in their personal and professional lives.

THE BOOKS TELL THE STORY – THE KEYNOTE BRINGS THE OUTCOMES

Many speakers are Canadian bestselling authors or have books related to their topics. Speakers Books are a great way to engage attendees before the event or help engage participants to the outcomes of the presentation after the event. Through investing in a bulk order purchase for the audience, attendees will have the opportunity to learn strategies, get to know the speaker and expand on their experience of participating in the event. Many speakers have inspirational stories, lived experiences and a high level of expertise, and offer researched and proven advice for personal and professional growth.

ATTENDEES RARELY READ BOOKS? ASK THE SPEAKER IF THEY HAVE AN AUDIOBOOK

With companies like audible and google books, many speakers have converted their books into audiobooks, which can also be offered to attendees. Audiobooks can be purchased as a licensing fee and the speaker can offer a bulk order subscription to attendees. Audiobooks are great since they can be listened to anywhere, often with the speaker being the narrator.

THE PRESENTATION INSPIRES THE MINDSET SHIFT– THE ONLINE TRAINING CHANGES BEHAVIOUR

Online training is a great way to have attendees learn the skills that are inspired by the speaker through their presentation. Since the attendees will already know the speaker and their story through the keynote presentation it creates repour with attendees, and they are already engaged to start working on their development through the online training. Online training, masterclasses and virtual learning is a great way for the audience to feel like they are appreciated by the speaker and the event planning team. Get the keynote that inspires and then get the skills that pay the bills to bring your employees to the next level.

IS ONLINE TRAINING EFFECTIVE?

We must admit, some online training can be difficult or unprofessional making it ineffective. Depending on how much time and effort the speaker has spent on their online training, it will determine how valuable the online training is. Our professional speakers won’t just launch online training that doesn’t work. Many of them charge over $1,000 per sign up since it has been tested and proved with different organizations. Online training also depends on how engaged the employee is to be wanting to learn and implement the skills they learn. We feel that the best online training has been accredited within different industries, and many of our speakers online training has done just that.

THE BIGGEST VALUE OF BOOKS, AUDIO BOOKS & ONLINE TRAINING? TURNING THE ENGAGEMENT AND LEANRING UP AT YOUR EVENT!

By investing in the speakers materials attendees will feel like they know the speaker. If they are accessing the books or training before the event, attendees will be more engaged to asking deeper questions regarding the incredible stories of the speaker or the strategies they are providing. If attendees are accessing the materials after the event, attendees will be able to continue their journey of inspiration and maximize their learning from the speaker.

You can learn more about a speaker’s work, style, philosophy and even their imperfections. In this way, you get a better understanding of what it is that makes them tick and why they have become a successful motivational speaker. You can also learn from the mistakes they made in their businesses or in life and how they overcame challenging situations. If you see someone who has been successful at one thing but not necessarily another, it can help give insight into how it applies to your life.

From annual general meetings & town halls to conferences and conventions, there are many different types of corporate events in Canada. Hiring a Canadian motivational keynote speaker for a corporate event will often bring new energy to the event itself and create more engagement for attendees. The guest speakers you work with will depend on what you are hoping to achieve through an external perspective.

Is it pure inspiration or do you need the speaker to give a strategy for tools that the attendees require after reflecting on the past year. There are many different types of in-person events, each with its own unique benefits to engaging audiences. Depending on the topic themes you may want to search for thought leaders and leading experts that will inform and educate the audience. The best approach is to make sure that you hire engaging speakers that will educate, motivate, and inspire attendees to create life-changing and memorable experiences for attendees. Hire a speaker that will help participants implement new solutions learned through the speaker’s presentation. Great keynote speakers and virtual speakers will be able to deliver a powerful presentation no matter what type of event you are holding. By planning ahead and choosing the right type of event, your business can enjoy a positive return on investment. Here are the most popular types of in-person events which will help you decide which corporate speaker to hire in Canada.

Here is a look at the most popular types of events and meetings for corporations, associations, governments, communities, and nonprofits. Search, hire and book inspiring guest speakers, professional motivational speakers & inspirational keynote speakers for:

• AGM or Annual General Meetings
• Biannual
• Quarterly
• Annual
• Conferences
• Conventions
• Summits
• Trade Shows
• Exhibitions
• Corporate meetings
• Executive meetings
• Board meetings
• Directors Meetings
• Leadership meetings
• Department meetings
• Team Meetings
• Teacher & Education Events
• Student & Youth Events
• Convocation & Graduations
• Awareness Events
• Celebrations & Parties
• Awards Ceremonies
• Employee recognition events
• Retreats
• Town Halls
• All Staff Meeting & Events
• Sales meetings
• Safety meetings
• Galas
• Fundraisers
• Functions
• Banquets
• Dinners
• Special Events
• Gathering
• Fundraisers
• Meetings
• Events
• Conventions
• Summits
• Conferences
• Hybrid virtual events

Learn speaking industry language to gain knowledge on how to support and promote your speaker, contract with production teams, secure venues and more. Mastering language brings new ideas and can make you seem like an expert. Learn the event planning terms and definitions to streamline your communications with your team and the stakeholders involved planning and delivering your event.

Whether you are an experienced meeting planner that can use an update on modern phrases or starting your event industry career, use the terms and definitions below to advance your career.  You too can learn the event industry lingo that everyone else seems to be using, by following this simple guide. There is a whole ton of vocabulary, jargon, and acronyms that industry professionals use that can sometimes feel like another language.

By becoming familiar with these keywords and insider language, you will be able to keep up with any professional and even teach others along the way. We have put together a comprehensive list of the staple keywords every meeting and event planner should understand. To help you understand what it all really means and to learn this ‘language’ of abbreviations and keywords, we have split them into five categories:

A La Carte

French term that translates to ‘from the menu,’ referring to items selected individually as opposed to offered in a package.

Act of God

These three words refer to an extraordinary natural event, such as extreme weather, flood, earthquake, or similar natural disaster that cannot be prevented or foreseen and which contracting parties have no reasonable control over. The cancellation of an event or inconveniences because of such an ‘Act of God’ renders performance of the contract illegal, impractical, or impossible. Therefore, neither party has a legal responsibility to continue performance of the contract.

Accepted Practices Exchange (APEX)

An initiative of the Convention Industry Council. Designed to develop and implement industry-wide accepted practices, APEX brings industry professionals together with cost savings and better education.

Activity

A sequence of progressive tasks that provide systematic experiences to achieve learning. In Critical Path Analysis this refers to activities that consume time and resources.

Across The Board

This term refers to an all-inclusive price given, commonly used by many venues and suppliers, that includes all hidden fees such as taxes and gratuities.

Additional Costs

Adult Education

The action of an external educational agent to purposely order behavior into planned systematic experiences that can result in learning for those for whom such activity is supplemental to their primary role in society. It normally involves some continuity in an exchange relationship between the agent and learner so that the educational process is under constant supervision and direction.

Adult Learner

A person who often attends a short-term educational meeting or training session to obtain new information, knowledge, and or skills. However, an increasing number of adults are finding ways to acquire new information on their own.

Advisory Council

A group of people created to give advice on a project, program, or organization.

Agency

An institution or group, formal or informal in structure, formed and operating to alleviate and serve specific needs of individuals in a neighborhood, community, or area. It also can be a group of dedicated people identified with a specific area of services.

Air Walls

Removable dividers in meeting spaces which allow event planners to create flexible spaces to meet their requirements. They can be used to facilitate multiple breakout spaces during a larger conference.

Amenities

This word can refer to a property’s features and facilities, as well as often complimentary items offered in a venue, such as free food or drink, office supplies, or concierge services.

Attendees

Attendee Relationship Management

Software that allows event planners and managers to create a database of contacts so they can better monitor, manage, and maintain contact relationships.

Attrition Rate

A measure of how many event registrants actually attend, calculated by dividing the number of no-shows by total registrants for the event or conference. For example, if 100 people register for an event and only 70 are in attendance, this event’s attrition rate would be 30%. In the events industry, when reviewing a contract to block off rooms or space for an event, meeting planners may come across an attrition clause.

Auditorium / Theater-style Layout

A meeting room or hall set up with chairs set in rows facing a stage or podium. The inner chairs directly face the front of the room, while the outer chairs may be angled to provide a better view of the stage.

Augmented Reality (AR)

‘Augmented Reality’ is a technology that superimposes a live direct or indirect view of a physical, real-world environment, often across multiple sensory modalities.

Audio Visual (A/V)

Refers to equipment with both sound and visual components event planners use for presentations, including screens, monitors, projectors, microphones, video, and sound equipment.

A/V Requirements for Speaker

A/V Availability at Venue

Awards & Award Ceremony

The recognition of participants, sponsors, meeting officials, or community members in formal ways through such devices as pins, plaques, certificates, or cash grants. Often a special recognition or award ceremony will be planned as part of the meeting.

B2B    

This acronym stands for ‘Business to Business’ events, meaning corporate or trade-related events.

B2C

The opposite of B2B, this acronym means ‘Business to Consumer/Customer’ events, often relating to more consumer and public-facing events.

Back of House / Backstage

This term refers to areas of support and service usually not seen by guests, offered by the hotel, event venue or facility.

Banquet-style

Also referred to as ‘Pod’ or ‘Round set’, this seating arrangement is designed for large audiences for events such as awards ceremonies and galas, where there are typically round tables of 8-10 guests seated. Pod or banquet style seating is a strong choice for collaborative meetings.

Banquet Event Order (BEO) / Function Sheet

Also called a “Program Execution Order” (PEO), this order of instructions outlines all event logistics and instructions a venue needs to successfully execute an event. This document details the timings of the event, space or room setup, menu selections, audio visual requirements, and how the event will be run.

Breakdown / Load Out / Strike

These terms all mean to take down equipment and clear away items that have been set up for an event, after the event is complete.

Breakdown of Expenses

Itemized expenses for each cost incurred for flights, mileage, hotels, meals, parking etc.

Breakout Rooms

Smaller rooms used as part of a larger conference or event when a large group breaks into sub-groups for specific sessions.

Breakout Sessions

Usually taking place after opening keynotes up to lunch and after lunch until closing keynote. These sessions are usually focused to be more technical or specific to skills or learning applicable to a specific audience member or industry.

Bid Document

A Bid Document is a type of proposal from a potential vendor offering their services, which can include approximate costs, logistics, and time scale.

Blackout Dates

In the events industry, the term ‘Blackout’ means a period of time when tickets or specific prices are unavailable. This could be due to a result of high demand and limited availability, the dates occurring over major holidays when consumer travel is at its height, during a hotel’s busy season, or a venue’s limited inventory due to a previously booked event.

Boardroom-style Layout

Designed to facilitate conversation, preferred for training or committee meetings, this seating arrangement sees delegates seated facing each other around a square, rectangle, oval, or round table.

Business Center

This term refers to a facility, set of rooms, or area in a hotel or event venue used for the sole purpose of effective business meetings and presentations. Various office facilities and services, such as printing, and photocopying are offered to support the event team on site.

Cabaret-style Layout

A number of small round tables are laid out with chairs facing the stage area, with a gap closest to the speaker/performer so that no attendees have their backs to the front.

Cancellation Clause

This contract clause details the terms and conditions under which a company may cancel or terminate the agreement or reservation.

Charter

This word has a couple of different meanings in the events industry. It may refer to the rent or lease of a form of transportation (such as bus, plane, or boat) to an organization. It may also relate to the grant of authority or rights allowing the recipient the prerogative to exercise the rights specified in a contract. Charter also means the role and responsibility in a project to serve as a reference of authority for the future.

Celebrity Speaker

Central Reservation System (CRS)

Database software that contains information about availability, rates, and related services, and through which reservations can be made.

Certified Meeting Professional (CMP)

A well-recognized certification programs for professionals in the meeting, convention, and exhibition industries, organized by the Convention Industry Council.

The CMP credential can be a great addition to event planning résumés.

Certified Speaking Professional

 

Chevron / Herringbone / V-shape Layout

This setting design sees the room set up with tables and chairs in rows forming a V-formation facing the stage.

Circle-Style Layout

Layout arranging seats in a circle, where the inner space of the circle is not used.

Classroom / Schoolroom Seating

Imagine an old-fashioned classroom layout; rows of square or rectangular tables and chairs all face the stage or podium, directly facing the speaker or screen.

Closed Session

A session that is available only to those with tickets or special invitations usually obtained before the meeting begins.

Colloquium

This word refers to an informal participatory discussion around group-selected topics.

Concurrent Sessions

During larger events, meeting planners often host shorter educational meetings known as ‘concurrent sessions’ which are scheduled to take place at the same time, each focusing on a different subject or theme. Attendees can choose which session, or track, interests them the most.

Conference Pack

If you want to provide your delegates with some information at your conference, offer them a conference pack, which could include a schedule or program of events, a map of the venue and information on venue facilities. Some events offer an event app to replace printed materials.

Conference-style / Hollow Square Layout

Also referred to as ‘board-of-directors set-up’ or ‘boardroom set-up,’ a room will feature chairs arranged around a table, with everyone facing in for a discussion. If there are too many participants to fit around one boardroom table, several tables may be used. Hollow square means that there is space in the center between the tables.

Conference Theme

A special focus for a short-term meeting around which general sessions, many other sessions, special characteristics of the meeting, and the public relations efforts are woven.

Constraints

Limits beyond which a change agent can go. They are usually economical or political in nature.

Consumer Show

A consumer show is a B2C exhibition or showcase of products, exclusives and activations designed to attract the attention of new potential buyers. Often, visitors attend consumer shows to shop, see product demonstrations and socialize.

Contingency Plan

Also known as a ‘backup plan,’ this document has a crisis management agenda planned in advance before the event takes place. This is to address what to do if an emergency occurs or if the intended event plan changes.

Convention

A gathering of representatives from local branches of a parent organization having a common purpose. Participants discuss and act on problems of common interest and concern.

Convention & Visitors Bureau (CVB)

A ‘Convention & Visitors Bureau’ is an organization that offers information to meeting planners, travel agents, and visitors including news, events calendar, lists of suppliers, and a directory of accommodation.

Committee

A group of people who make decisions, plan activities, and acquire resources. Many short-term meetings are planned, at least in part, by a committee.

Comp Rooms / Complimentary Rooms

A venue or facility can provide an event planner complimentary room (without a charge) based on the number of rooms purchased by a group.

Corporate Event

A special activity that takes place during a conference or meeting for purposes of gathering people employees, leaders, or full organizations with focusing attention on a goal or gathering for the professional and personal development of the attendees.

Course

A planned sequence of educational activities leading to the acquisition of a skill, body of knowledge, or set of attitudes usually over a predetermined period of time. Sometimes the term is used synonymously with class, program, or training session.

Criterion

A standard against which some judgment or decision usually is based. The criterion can be conscious or unspecified, but it usually exists.

Criteria for the Speaker

The type of speaker, speaking style, are of expertise, specific topic themes or any specific traits that organizing team require when searching for a speaker that will be successful with attendees.

Critical Path Analysis

The logical sequencing of a series of events necessary for a successful meeting or activity such that the most efficient route to a culminating point can be determined or calculated.

Critical Time Plan or Critical Path

An event management plan used to ensure an event runs smoothly, detailing which tasks need to be fulfilled and who is responsible for them, and what timeframe they need to be completed by.

Customer Relationship Management (CRM)

A shared online database system that stores a major list of contacts and their details. This system allows companies to manage their interaction, event attendance history, and communications with their clients in an organized way.

Cut-Off Date

This date refers to when a facility releases a block of rooms or space. For example, when a planner agrees to guarantee a number or room block to be reserved, by their ‘cut-off date’ they can no longer decrease the guaranteed number without a charge. Or, if the rooms have not been reserved by this date, they can be released for general sale.  Can apply to any decision regarding speaker, venue, catering etc. to keep planning on track.

Day Delegate Rate (DDR)

Day Delegate Rate, or DDR, is a charge by a venue per attendee, per day for an event, based on a full day’s meeting. Depending on the venue, DDR can include meeting room hire, refreshments, lunch, and conference equipment.

Data Base

The accumulation of information about participants and the meeting that aids in registration, report writing, and budget planning. Ideally, such databases are created on personal computers for use in subsequent meetings.

Data Protection

The responsibilities of anyone dealing with personal data. Laws and guidance vary from country to country.

Debrief

Decision Making

Connotes a conscious and deliberate choice of one alternative from among two or more possible alternatives.

Destination Management Company (DMC)

A private company that offers local expertise for event planners from out-of-town to assist with the planning and execution of conferences, meetings, concerts, exhibitions, and other large events.

Device

Instructional aids that extend or increase the effectiveness of a teaching techniques, but do not teach by themselves. Examples are an overhead projector or a particular workshop seating arrangement.

Direct Billing

All charges for a hotel’s services are billed directly to an organization’s or company’s master account. Credit applications generally must be completed 30-60 days prior to the event. A list of rooms for people to be directed billed usually must be provided to the hotel 30 days prior to the event.

Discovery Call

Drayage

Drayage refers to the transport and storage of freight and exhibits for an event, including the removal and return of crates and boxes during and at the end of the event to a carrier loading area.

Early Bird Registration

Early is the key word here for registration for an event, which often means tickets and services purchased before a specified date are available at a reduced fee.

Emcee/MC

This is the host who presides over the event program. Emcee is shorthand for ‘Master of Ceremonies.’

Engagement

How attendees are engaged or attentive to the speaker, the event, and the purpose/cause of the event.

Estimated Departure Time (EDT)

Scheduled time when a party or person will leave a venue.

Estimated Time of Arrival (ETA)

Scheduled time when a party or person will arrive at a venue.

Evaluation

The systematic process of judging the worth, desirability, effectiveness, or adequacy of something according to definite criteria and purposes. It is possible, however, to carry out goal or criterion-free evaluations for purposes of determining value or worth from the views of participants regarding speakers, sessions, venue, catering etc.

Event

A special activity that takes place during a conference or meeting for purposes of gathering people together or focusing attention on an area, such as the opening of exhibits. In Critical Path Analysis an event refers to the exact start or completion of an activity and does not consume time or resources.

Exclusive Meet and Greet

Exhibits

An area set aside at the meeting site where vendors, professional associations, and sponsors display materials for educational purposes, sale, or publicity purposes. Individual booths are often made available for individuals requesting or paying for exhibit space.

Facilitator

Individual who serves as catalysts to make particular actions or learning experiences possible through their presence and/or instructional knowledge.

Familiarization Trip

Also known as a ‘Fam Trip’ for short, this refers to reduced rate or complimentary travel offered to industry professionals to introduce them to an area and showcase its attractions, hotels, and facilities. Often provided to showcase why business should be brought to that destination.

F&B – Food & Beverage

An acronym for ‘Food & Beverage,’ which refers to a catering service provided by a venue during an event.

Fixed Seating

Permanently positioned seating at a facility, not able to be moved.

Floor Plan

A ‘floor plan’ refers to the blueprint or layout of a room or exhibition hall, including electrical outlets, doors, windows, pillars, and other amenities and how the event will be set out within the space.

Force Majeure Clause

This clause is included in most venue contracts to prevent the facility from being held liable should it not be able to hold up to their end of the agreement due to circumstances that are not within the venue’s control. These circumstances include events such as a natural disaster or other ‘Acts of God’.

Get-in  

This term refers to the specified time for crew and staff to arrive and access a venue for setup before the public or guests arrive.

Goal

Something toward which some effort is directed. This also can be known as an aim, action, or objective for the event itself or a specific target within the event.

Guarantee

A number of participants declared as the minimum for a particular meal or other event. The sponsoring agency typically must declare this minimum several days prior to the event and pay that amount even if fewer than estimated participate. A certain percentage (5-10% typically) over that number is prepared for but there will be an additional charge.

Guest Speaker

Hall of Fame Speaker

HDMI

‘High-Definition Multimedia Interface’ (HDMI) is a digital audio/video/data connector; a replacement for analog video standards that is compatible with computer monitors, video projectors, digital TVs, and digital audio devices.

Honorarium

A fee paid to a guest speaker.

Horseshoe Seating

Just like a horseshoe, tables and chairs are arranged in a U-shape with rounded corners.

Housing Bureau

Often offered by a convention bureau, this is a third-party agency who looks to manage the housing process for a meeting.

Hybrid Event

A conference, tradeshow, seminar, workshop, or other meeting that combines a live, in-person audience with a virtual, online audience. Speaker can be virtual or in person.

Inclusive Rates
Rates that include service fees, gratuities, and taxes.

Installation & Dismantle (I&D)

Also called ‘Setup and Take Down’—the process of preparing equipment for an event and taking apart that equipment after the event.

Incentive Travel

This type of travel is a reward or incentive given by a company to its employees to motivate productivity.

Incidentals

Refers to minor or miscellaneous expenses, other than room and tax rates, that are billed to a guest’s account in a hotel.

Institute

A formal program designed to provide a series of meetings for participants who desire instruction and information on a particular area of interest. Such programs tend to be short and intensive in terms of the training offered.

IT Representative

Itinerary

Another word for a schedule, agenda, or program. A detailed event itinerary can be created for attendees or team briefings to outline the flow of the event.

Keynote Presentation

Whether it’s a presentation or speaker, a keynote refers to the opening address or important plenary session at a meeting that sets the tone or theme of the event. Usually delivered to be less interactive with a Q&A following the presentation.

Keynote Speaker

One or more specialized speakers who present a talk at a general session or the opening or closing sessions for each day, or the conference itself. Often these are notable individuals who draw attention and participants to the meeting. Keynote speakers are often a motivator for attendees to participate in events. The headline speaker is often a public or well-known industry figure whose presentation motivates the audience and a strong motivator for guests to attend the event.

LCD

A type of monitor used for displaying images and video. LCD means ‘Liquid Crystal Display.’

LED

‘Light Emitting Diode,’ a type of display and lighting technology with wide ranging applications, including ambient lighting and large display screens.

Lead Time

The time between an initial venue inquiry and when an event actually takes place at a venue.

Learning

The acquisition of knowledge, attitudes, and skills. It also can mean the mastery of intellectual behavior in which facts, ideas, or concepts are manipulated, related, and made available for use in some way.

Livestream

Coverage of an event broadcast live over the internet, often via social media channels.

Low Season

When travel, hotel, and business demand is at its lowest and prices decline.

Logo Line

Various products placed on sale during a meeting that portray a sponsoring organization by its logo or title.

Load In

The opposite of ‘Load Out’, this term refers to a specific period of time for loading in equipment/items to install for an event.

 

Master Account

An account set up to which all charges for a specified group should be applied (often by the host or event planner). A special account number established for direct billing by the sponsoring group during the time they are using a hotel’s services.

MEEC

This acronym stands for the ‘Meetings, Expositions, Events, and Convention’ sectors of the meetings industry.

Meet and Greet

Meeting Planner

A person whose primary job responsibilities are the planning and management of short-term educational meetings. They might be an employee of the organization sponsoring one or more conferences or other types of meetings each year or employees of a convention center.

Meeting Professional

This term describes an individual in the events industry who works in the meetings sector.

Meeting Site

The area, hotel or convention center and city, where the meeting is held. The actual meeting facilities generally are included as part of the site resources.

Message Board: A large prominently displayed board used for displaying messages, attempts by people to contact each other, and important notes about changes in a meeting or its special features.

Method: The relationship established by an institution between a group of participants and somebody of knowledge to promote new learning. It also is known as the way in which a group of participants is organized for purposes of conducting an educational activity, such as a conference or workshop.

Metric Converter

A tool that allows meeting and event planners to convert non-metric units into metric units, so they can easily determine the size of the room they will require for their event.

MICE

This is an internationally used term in the events industry, which stands for ‘Meetings, Incentives, Conventions, and Exhibitions.’

Motivational Speaker & Inspirational Speaker

Modified Meeting Package (MMP)

The ‘Modified Meeting Package’ refers to a type of conference package. It can typically mean a full conference package with the exception of one meal (dinner in most cases).

Needs

The gap between conception of a desirable norm and the actual status or a person or group of people. It is sometimes known as the gap between what is and what should be. Needs can be felt (perceived), real (actual or demonstrable), or unfelt (unrecognized but present).

No-show

An expected guest (i.e., delegate, hotel guest, attendee) who does not attend and hasn’t advised the organizer or hotel of a planned absence or delay.

Net Promoter Score (NPS)

Standardized metric for measuring the loyalty of an organization’s client relationships. Typical NPS surveys ask users likely they are to recommend a service or product to a friend.

Non-Transferable

Once a ticket has been issued, if it’s referred to as ‘non transferable’, then no name changes are allowed to be made.

Objective & Outcomes

The description of a desired outcome of a course, program, or meeting. They can be stated in behavioral, terminal, information, or program terms and sometimes are known as goals.

Open Rate

A measurement commonly used by email marketers that refers to the number of individuals who have ‘opened’ or ‘viewed’ an email sent out in a campaign. Open rate tracking is available through most email marketing providers.

Open Refreshment Bar

Providing an opportunity throughout the day for participants to obtain refreshments. Early morning might offer coffee/tea; mid-morning the adding of juice, fruit, and muffins; early afternoon coffee/tea; and mid-afternoon soda, cookies, peanuts, and vegetables.

On Site Contact

Onboarding Process

Over-set

Refers to the number of place settings above a guarantee. A caterer or venue will ‘over-set’ beyond the guaranteed number requested by the event host, but the client will only pay for the number of seats and meals actually agreed or consumed by attendees.

Overhead Projector (OHP)

Type of equipment previously found in conference rooms or classrooms. Overhead projectors displayed enlarged images onto a screen or wall from a transparency placed below the projector and lighted from underneath.

PA System

Shorthand for ‘Public Address System.’ A device that amplifies sound in one large area or throughout several rooms through speakers so that messages can be shared. Dedicated sound technicians can ensure sound systems run smoothly.

Participant: A person who takes an active part in an educational activity, program, or meeting. The term also can mean client, learner, or student.

Peak Season

When travel, hotels, and business demands are most active, and rates are higher. Also known as High Season.

Plus, plus (++)

Tax and gratuities are identified as “++” when they are not included in the price.

Photo Line

Planning Process: An activity carried out over a period of time whose objective is to produce an organized and rational system for achieving defined goals.

Pod Seating

Also referred to as ‘Banquet-style’ or ‘Round set’, this seating arrangement is designed for large audiences for events such as awards ceremonies and galas, where there are typically round tables of 8-10 guests seated.

Pre-Event Call

Pre-Event Feedback

Used to qualify attendees before the event and gather data about them, this type of information involves a questionnaire used to gather information from attendees, with questions often asked during the online event registration process.

Pre-Decision Discussion

Pre-Registration

Also referred to as ‘Advance Registration,’ this phrase means booking onto a meeting or event prior to the day of the event.

Presentation

Presenter

A person who conducts a meeting session, seminar, or workshop.

Presentation

Private Dining Room (PDR)

A room in a restaurant separated from the main dining area that can be reserved by groups to dine with more privacy. Frequently requested by event planners for parties or group dinners after a meeting or event.

Pro Forma Invoice

This is an invoice (or bill) provided by a supplier prior to the provision of the service.

Professional Speaker

Program

A total set of arrangements, methods, objectives, procedures, resources, and strategies aimed at moving a learner or client through a series of learning experiences or educational activities.

Program Execution Order (PEO)  

Also called a “Banquet Event Order (BEO), this order of instructions outlines all event logistics and instructions a venue needs to successfully execute an event. This document details the timings of the event, space or room setup, menu selections, audio visual requirements, and how the event will be run.

Program Development: Growth or change in the structure, function, or organization of an agency’s plan of procedure based on the passage of time or coordination of various separate plans.

Promotion Package

Proposal

A written offer from a vendor to a prospective buyer, produced in response to an inquiry. This proposal will attempt to match the requirements and detail costs, availability, and specifications for the potential client.

Post Event Report

A report detailing the event history after the event has happened, including number of attendees, number of no-shows, total cost per person, profit, etc.

Post Event Feedback

Advice formerly offered to event organizers that includes positive and/or negative comments, suggestions, and notes provided by guests after the event, in order for event planners and organizers to gain an understanding of successes and where improvements can be made.

Publicity

The organized effort made to market or advertise a short-term educational meeting. This can be in the form of paid ads, mailings, articles in periodicals, buttons for people to wear, or special events.

Rack Rate

This is the standard rate for a hotel room without discounts, which is often the highest rate published.

Reception-style

Designed to encourage participants to network and a common set up during a cocktail reception. High-top tables are placed throughout the room with limited or no seating provided. Reception-style seating.

Registration Fee

A charge assessed individuals or their sponsors for the right to participate in an educational experience. The fee may be nominal, covering primarily the costs of registration, or may cover any of several major expenses, such as the cost of instruction, meals, lodging, overhead, etc. Whether or not the meeting should break even or make a profit also needs to be considered.

Residential Conference Center

Physical facilities devoted solely to the purpose of participants learning while in residence.

Resource

A factor whose characteristics appear to be of value in helping to meet needs, such as money, facilities, equipment, etc.

Resource Person: An individual whose experiences and knowledge are of value in helping to plan, operate efficiently, provide specific instruction, or solve particular problems.

Return on Equity/Event (ROE)

The profit or other gain an event generates for organizers. With regards to equity, the measurable amount of net income or profit a company generates with the money shareholders have invested. With the ‘Return on Event’ phrase, ROE can refer to the value brand awareness exercises brings, and not just the contribution to sales volume.

Return on Investment (ROI)

A performance measure key to meeting planners and organizations. This refers to the ratio between the net profit made and the cost of investment in the production of an event.

Request for Information

This is a preliminary step to a ‘Request for Proposal’ (see below), where a company researches potential vendors for details about their products and services.

Request for Proposal (RFP)

A formal request by an event or meeting planner, which lists/details all of the specifications required for the event, sent to suppliers in order for the companies to draw up a proposal of their services and bid for the business.

Rider

In events, this usually refers to food, drink, and other requests that a performer has specified should be provided for them backstage. It can also mean an amendment to a contract.

Risk Assessment/Management

Assessing the possibility of injury or loss to the person attending the conference and ensuring there is adequate insurance covering possible injuries or loss.  Event planners often provide a detailed Risk Assessment for every event they manage.

Room Block

Often used by hotels, this phrase refers to the total number of sleeping rooms in an event reservation. Typically, a cut-off date of 30 days prior to the event is established for holding these rooms. An industry standard is that if 80% of the room block is used, there is no charge for meeting room use.

Room Hire Rate

This phrase refers to the cost of hiring a meeting room, exclusive of equipment and catering.

Room Number / Name

The room where each session will be at the venue for each speaker and activity at each event.

Room Pickups

The actual number of rooms used for a short-term meeting by participants, staff, and guests. The number of “comp.” rooms earned are figured from this total.

Round Set

Also referred to as ‘Pod’ or ‘banquet-style’, this seating arrangement is designed for large audiences for events such as awards ceremonies and galas, where there are typically round tables of 8-10 guests seated.

Round Table Discussion

Shell Scheme

A modular system (which normally comes in one-meter modules) used at exhibitions to showcase companies’ products and services.

Session

This is one meeting, presentation, or workshop that can take place in a breakout room during a larger meeting or conference.

Session Requirements

Specifications   

Meeting or event requirements.

Sequence

A series of successive learning experiences at increasing levels of difficulty so as to provide broader and deeper treatment, problem resolution, or learning.

Site Visit

When a meeting or event planner wants to check out and tour a prospective or booked venue, they organize a site visit.

Slide Deck

SMERF

This acronym stands for the ‘Social, Military, Educational, Religious, and Fraternal’ sectors of the meetings industry.

Space Only

Unlike a shell scheme contract where the modular system is provided, an exhibitor can choose the space only option, which refers to space on an exhibition show floor, of which the exhibitor can be creative and has to provide their own exhibit stand.

Skirting

Fabric that is affixed around tables, risers, and stages—often hiding cords, leads, and storage.

Short-Term Educational Meeting

A generic term that represents such meeting formats as conferences, conventions, institutes, seminars, and workshops.

Speaker Introduction

Sponsor

A person or agency that lends prestige, encouragement, administrative support, and/or financial assistance necessary to increase the success of a program or meeting.

Sunset Time

A specific time established for ending a function or activity.

Swap Shop

Placing several tables near the exhibit or registration area so people can bring brochures, newsletters, and other free materials for distribution about their organization.

Talent

The name of an individual or company that has been hired to entertain at an event, demonstrate products, work at an exhibition/conference to greet visitors, stage a performance, or host an awards ceremony.

Target Date

The event management team decides this date for the arrival of freight at an event—if shipments are received before or after this target date, a penalty fee may be charged.

TBA / TBC

To be announced/To be confirmed.

Teleconference

A conference being broadcast simultaneously to multiple sites via phone or other audio.

Test Run

Technical Sessions

Technique

The relationship established by an educational agent to facilitate learning among participants. The term is also used to indicate the ways in which instructors establish a relationship between themselves, learners, and learning task, such as a lecture or role-playing activity.

Trade Show

Often referred to as an exposition or B2B exhibition, a trade show is an event where a specific industry meets its peers. Goods and services are exhibited and demonstrated.

Traffic Flow

In terms of events, ‘traffic flow’ refers to the movement of visitors through an exhibition. It can also refer to how attendees move from one area, hall, or room to another.

Transcription

A typed or written document that has recorded a speech or discussion from an event or meeting.

Translation

Topic Description

Throw Distance 

Also called ‘projection distance.’ Refers to the distance from a video projector to the screen. Throw distance can have an effect on screen size and resolution.

Value Added

Added products or services a facility or organization can offer on top of the contract, which can include amenities such as free Wi-Fi, upgraded rooms, or free parking.

Value Added Tax (VAT)

A consumption tax commonly used in the European Union.

Value Bonus

Venue and Facility

Venue Inspection

This enables event planners to view the facilities before final confirmation.

Venue Search

Researching and sourcing the right venue for an event.

Video / Web Conferencing

Using video technology to broadcast an event or meeting to participants unable to attend in person.

Virtual Event / Online Event

Virtual Platform / Software

Virtual Trade Show / Virtual Conference

A trade show that is hosted online. It takes the same form as a traditional physical trade show and allows attendees to communicate with exhibitors through web chats, while vendors can showcase their products and services at 3D virtual booths.

Virtual Reality (VR)

An artificial environment created using a computer-generated simulation of a real physical, three-dimensional image, body, or place to create an imagined and interactive environment.

Waitlist

A client is ‘waitlisted’ when an event, session, or space is fully booked. They can be held on a waitlist for cancellations and if a spot becomes free, they can be offered the opportunity to attend.

Webcast

Also known as ‘Simulcast’, this is a media presentation or an event that is broadcast live over the internet.

Workshop

A meeting of people who work together in small groups on common problems/interests; also, sometimes known as a scheduled seminar in a specialized field for participants learning in group settings that are generally more interactive.

Webinar

A presentation, session, forum, or seminar broadcast over the internet.

Wireless

Tools and products that operate without any need for a wired connection. This can relate to internet, microphones, printers, speakers, headphones, and other technology products. Wireless microphones are ideal for Q&A sessions with speakers.

Wrap-up

This can mean either the end an event or meeting or a debrief following an event, otherwise known as a ‘wash-up’ meeting.

The success of the conference depends on the Event Planning Committee roles and responsibilities to manage each element efficiently and effectively. There’s no single way to manage an educational conference or symposium, but many successful event planners spread the responsibility among an organizing committee. The Organizing Committee is the engine that drives any organizing campaign.  The Committee must claim ownership of the campaign.

The event planning team creates, implements, and executes the event through research, strategy and holding creative meetings. If you’re planning a new event or hoping to instill a fresh approach to an established one, here’s one possible model event planners use as a guideline that can be adapted to your own event management process and requirements. It describes typical roles and responsibilities of committee members and leadership who could be drawn from inside or outside your organization.

Role of the Event Planning Committee:

Responsible for the overall development and management of the Conference & Expo including recruiting exhibitors and sponsors, and promotion of the event. The Conference and Expo Committee works in conjunction with the Programs and Education committee to develop conference seminars, approve exhibits and keynote speakers.

• Provides leadership throughout the campaign
• Collects data from previous events and strategize the event theme and topic themes needed to be addressed at the event
• Finds speakers that will speak to the event theme and shortlist them together in meetings
• Makes final decisions regarding budgets, production, venues, catering, hotels, accommodations, logistics and speakers
• Decides campaign strategies and actions
• Manages each aspect of event contributors, employees and stakeholders involved in the planning and execution of the event
• Provides feedback to staff organizers about direction of campaign and event organizing processes
• Attends regular Committee meetings with strategic purpose
• Acts as a watchdog different stakeholders and contributors actions

Role of the Committee Chair:

The Event Chair is the final decision maker and often has the most experience in planning an executing the event. Often left to be the one to sign off on final decisions, they will have a large amount of expertise, knowledge and insights for the organization, attendees, event logistics and what will make a great event. They will also have an eye for talent to access and assign roles for the committee sub committee.

• Convening a committee, setting meetings and agendas
• Supporting the committee to develop the goals and theme for the event
• Appointing sub-committee chairs
• Educating sub-committee chairs on their roles, responsibilities, and process
• Creating an event plan
• Working with the organization’s current budget, advising the Event Committee and Sub-committees on available funds and process
• Supporting the creation of a Funding Plan
• Creating a comprehensive event timeline incorporating sub-committee timelines
• Coordinating and supporting the flow of information/communication between committees
• Setting facilities meeting, communicating the event overview, and having sub-committees define their needs regarding the facility
• Proofing all Marketing and Press Releases
• Signing off on all funding plans in advance of any expenditure with the organization treasurer
• Creating an environment for fun and success
• On the day of the event:
• Track Progress of all committees
• Address all challenges in a timely manner
• Communicate all changes to facility managers and committee chairs
• BE AVAILABLE
• Direct day beginning to end, set-up to exit.
• Evaluating the Event Plan
• Thanking all of the participants and special guests

What does the Event Planning Committee Do?

The Event Committee is made up of the Event Chair, Sub-Committee Chairs, and interested organization and community members.

• Creating a comprehensive event plan including goals/desired outcomes and theme of the event
• Creating and agreeing on a comprehensive funding plan, inclusive of all estimated expenses of the sub-committees
• Communicating regularly on the progress of the sub-committees
• Approving all sub-committee decisions, i.e., program, food, marketing plan
• Determining how to solicit/raise additional funds if needed
• Setting ticket cost and process
• Supporting sub-committees
• Being available at all times during the day of the event
• Participating completely during the event
• Event evaluation and follow up

Sub Committee Types

• Program Sub Committee
• Steering committee
• Funding sub-committee
• Decorating sub-committee
• Volunteer sub-committee
• Food sub-committee
• Marketing sub-committee

Typical working sub-committees

• Education/presentations committee
• Publication/website committee
• Publicity and public relations committee
• Finance/sponsorship committee
• Site arrangements committee
• Registration committee
• Exhibit/tradeshow committee

Program Sub Committee:

The program is the heart of an event. The program content will allow the event goals to be met as well as communicate the theme. A program can focus on one performance, or it can incorporate many different performances and media presentations. What components will be used in the program will be suggested by the program committee and determined by the event committee. It is the job of the program committee to identify and secure what is needed. When determining the program, these items should be taken into consideration:

• Audience- who will be participating. Keep presentation relevant and interesting to the audience
• Venue- where the event is located often dictates possibilities for the program
• Event theme/goals- the program content must be in alignment with the overall event theme and goals
• Available money- what resources can be made available to fund/create the program
• Available time- how long is the actual program component of the event
• Committees available time- to secure/create the program
• Technical support- for media development

Steering committee

• Includes representatives from each sub-committee
• Handles overall coordination of the conference
• Oversees timing and scheduling, to ensure everything happens on time

The education/presentation committee

• Determines scope and content of conference program
• Recruits prospective presenters and session organizers
• Coordinates keynote sessions
• Organizes sessions and select session chairs
• Sets guidelines for speakers
• Confirms onsite audio/visual needs
• Coordinates speaker appreciation gifts and session evaluations

The Program Committee

• Creating a program plan
• Contacting/Contracting with performers
• Creating/Accessing all needed media
• Creating a performance schedule/script
• Work with Event committee to develop guest program
• Identify and communicate all technical needs
• Be stagehands, MCs, stage managers
• Host Green Room

Publication/website committee

• Oversees production of print and online materials to ensure quality and consistency
• Brands the event using conference logo or annual theme
• Create letterhead and envelopes
• Produces program (if needed)
• Produces session handouts (in collaboration with education committee)
• Develops onsite signage, for meeting rooms and presenters
• Evaluation forms

Publicity committee

• Assists in publicizing a call for presenters
• Compiles a media list for event promotion or coverage
• Builds attendance by including date on event calendars
• Arranges for any desired advertising or direct mail
• Writes pre-and post-conference promotional materials

Finance/sponsorship committee

• Determines fiscal responsibilities and approval process
• Seeks support of sponsors or in-kind contributions, if desired
• Sets the overall budget
• Monitors cash flow
• Tracks and records income and expenses
• Creates ongoing financial reports and updates
• Compiles final report

Onsite committee

• Assists in selection of hotel meeting facilities
• Liaises with educational/presentation committee
• Liaises with hotels, destination management company or other suppliers
• Plans guest/delegate activities
• Plans social programs and functions
• Makes food and beverage arrangements

Registration committee

• Updates registration forms/online links
• Establishes payment policy
• Handles onsite operation and management
• Assembles registration packets

The exhibit/tradeshow committee

• Oversees development of exhibits or displays
• Promotes event to prospective exhibitors
• Arranges space layout
• Liaises with meeting venue management
• Manages exhibitor registration
• Develops an exhibit guide

Whether you are holding an in-person event or a virtual event, there are many components that will assist you in working with a guest speaker at an event. From providing a personal liaison for live appearances to an IT representative to help the speaker with their setup for virtual events, speakers will require different approaches for each event format, venue, and program.

Through rigorous preparation, asking the right questions and by aligning event planning teams, speakers, and event production staff well before the event takes place, you will be able to identify expectations for the speaker and the organization. Through strong preparation, you can identify opportunities for the speaker to create more value or find holes within your planning that can disrupt the event. Here are some tips to help with the major things to prepare for when working with a guest speaker at your event.

SHOULD I PROVIDE A LIAISON OR ESCORT FOR THE KEYNOTE SPEAKER ON-SITE AT THE EVENT?

Yes. It is recommended to dedicate each speaker, a liaison or personal escort so that the speaker can have a person to contact upon arrival and go over the program, timetable, and commitments. Having a company representative will assist the speaker to familiarize themselves with the venue, room location, A/V set up, daily agenda, event contributors, production company representatives and meet & greet the event planning team and the executive leadership that the speaker has more than likely met or acquainted with during the booking process.

Having a personal liaison at the event also gives the opportunity for the speaker to ask questions about the organization, audience profile, and history of the event and can be used as a” vibe check” to understand the mood of the audience at the event and what the mood will be as they gather to attend the speaker’s session. There are many components involved in the speaker delivering a great presentation and having a representative to assist the speaker while on-site assures the right process and enables the session to be set up for success.

AUDIO AND VISUAL SET UP AND REQUIREMENTS.

The technical requirements for speakers will vary. Some speakers prefer a lapel microphone while others prefer a handheld mic. Some speakers may have a large slide deck of visual references and other technical speakers may have a collection of statistics to back up their key points displayed as a graph. In all cases and no matter what the situation, the host organization is responsible to research and provide the technical requirements for the speaker. Professional speakers know their materials the best and how they should be displayed to the audience. They will work with the IT & A/V representatives to clearly outline their needs. Here are some of the major technical requirements a speaker may have:

• Projector
• Projector screen
• Laptop Computer – Mac or Windows – Can be multiple
• USB Flash Drive – Mac or Windows – Can be multiple
• Microphone Type
• Connectors and Convertors for different adaptors and plugins
• Cords for hook ups
• Plug in with extension cord
• Jug/Glass of Water
• Fan
• Table/Podium

 

HOW TO PREPARE THE AUDIO/VISUAL (A/V) REQURIEMENTS FOR A VIRTUAL EVENT?

The technical requirements for virtual motivational speakers and virtual meetings are different than in person events. Virtual speakers and online events set different conditions that can impact the virtual presentation. Some of these factors are conditional set by the virtual software platform you have chosen or the bandwidth and internet speed while onboarding the attendees. Some of the other major factors can be the weather if it affects the internet that day, the room set up for the speaker on the time of day for the presentation and how the speaker will be presenting virtually.

In setting up the technology for the event, it is important to share the virtual link with the speaker at an early stage to make sure they can access the session. We do not recommend that you take control of the speakers slides as this will affect the fluidity of the speakers’ presentation and their ability to engage the audience. It is great to have an IT representative or production company available for the test run meetings, however, be careful on how much “control” you are taking away from the speaker during the session, as professional virtual speakers will be able to know, understand and deliver the presentation the best way they know how which will increase the audience engagement and leave less room for a technical error. We also do not recommend that the speaker supplies the virtual software as the organization will be able to invest and understand the needs and requirements of their attendees, which will limit the possibility of the virtual event being disrupted.

HOW TO DO A VIRTUAL TEST RUN OF THE SOFTWARE WITH THE SPEAKER AND SHOULD I TEST THE SOFTWARE WITH THE SPEAKER BEFORE THE EVENT DATE?

It is recommended to meet with the speaker for two separate virtual test runs of the software – the first session about 14 days away from the event at the same time as the presentation and the second to be about 30 minutes prior to the event taking place. During the virtual test runs you can then test to see how the speaker visually comes across to the audience while testing functions such as the fireside chat boxes, breakout rooms, and slide presentations being delivered by the speaker.

Engaging virtual presentations usually have the speaker set up to be one on one with the camera with a small amount of production for keeping their eyes focused on the camera and now swaying off to the side to look at their reference points throughout the presentation. Good virtual speakers will have done a lot of research prior to the event to understand the needs of the organization and for whom they will be presenting. Great virtual speakers will already be familiar with the content that will resonate best with the audience and have a strong understanding of the online platform (MS TEAMS or ZOOM) that you have chosen to work with.

WILL THE SPEAKERS DO MORE THAN JUST PRESENTING THE PRESENTATION? WILL THEY ATTEND A MEAL OR RECEPTION INCLUDED IN THE FEE?

Most keynote presenters will participate in functions, meetings, luncheons, or dinners beyond before or after their speech. This varies per speaker as it will depend on their travel to other events as well as how “formal” any additional commitments are. Some speakers may charge for meet and greet sessions, book signings and photo opportunities however most are flexible unless they are a celebrity speaker. Most presentations have an audience Q&A session after the presentation however it is great to have the speaker available to attendees in case, they would like to meet them in person and ask them a more personal question. All session commitments and requests for the speaker should be outlined to the speaker before the booking and agreed/approved in advance of the event and included in the contract.

DO THE SPEAKERS BUREAU OF CANADA’S MOTIVATIONAL SPEAKERS ALLOW VIDEO RECORDINGS, LIVESTREAM, OR VIDEOTAPING WITH AUDIO OF THEIR PRESENTATION?

Most professional speakers will approve recording for the organizations internal archive; however, every speaker has their own way to approach video recordings at the event. Speakers approve virtual events recordings for the participants who could not make it to the session. There is a chance that speakers may want to charge for livestreams or recordings if the video host organizations would like to use the video for training newly hired staff members or if the video recording ends up on social media. In all cases and situations, you must seek permission from the speaker before recording of any kind. Speakers Canada can negotiate recordings with speakers in most cases, as our agreements usually protect them if there is any breach of the conditions set to outline how the recording will be utilised after the event.

IS IT GOOD TO ARRANGE FOR THE SPEAKER’S BOOKS TO BE AVAILABLE TO ATTENDEES AT THE EVENT?

Speakers Canada’s professional speakers and guest speakers often have best selling books or books that compliment their presentations. Having the speakers books available to attendees at the event is an effective strategy to hold a meet, greet with the speaker, and engages attendees to the session. We can also put you in touch directly with the speakers publisher to purchase a bulk order number of copies for each attendee. Having the speakers book available is an added value for the speaker and the audience. Speakers Canada will ensure and guarantee that you have access to the most cost-effective source for securing bulk orders for large quantities of books to access a wholesale price per copy, authored by our speakers. We can also arrange for a local bookseller to be on site and handle book sales on behalf of the speaker at the event. Having a book available as a door prize or gift bag is also another wonderful way to offer each attendee a bonus at the event.

HAVING SPEAKERS COLLECT FEEDBACK FROM THEIR PRESENTATION FOR YOU VS COLLECTING THE FEEDBACK YOURSELF

Event planning teams and organizations will have a huge benefit of measuring the impact from each speaker at their event. By collecting the data, comments and ratings, the organization would learn if they planned the event correctly and if the speaker was able to execute on the desired outcomes proposed by the leaders and the speaker incorporated into their presentation. Collecting the data can be shared with future event organizers, speakers, and event attendees, to drive new ideas and approaches to future events.

Many speakers have forms, surveys and sign ups on their websites which can be also used to gather the audience information and the feedback of their session. Event planning teams can benefit from receiving the feedback from attendees to help test and measure the success of the speakers presentation and the event itself. This process can take time and each organization usually has their own approach…as do speakers.

Much like the event planner requires the feedback, so does the speaker. If you are working with a speakers bureau, they will also be interested to see how the event went. The major benefit of the speaker collecting feedback on behalf of the organization is they will want to connect with audience members after the event. With speakers following up and connecting directly with participants, the attendees can and will ask personal questions or to discuss the unique challenges they have to tap into the speakers experience and expertise. They may not want the organization to tell the organizers regarding this issue which may limit their ability to learn and grow from the speakers knowledge. The organizing team will also be able focus on other things as the speaker collects the data.

Saving time, money and reducing costs when planning corporate events enables organizations to effectively plan future events with more efficiency.  When planning an event that requires a speaker, it is common for event planning teams to think that by reducing the cost of the speaker, you can save the most money.

This is often misguided thinking as there are other ways to reduce costs and keep the speaker as your number one investment. Speakers inspire, educate, engage, and motivate attendees to shift their perspectives often creating a memorable experience for years after each event takes place. Although keeping the costs down can be challenging, as planning an event has so many contributing factors that require an investment.

There are many other ways to reduce costs planning corporate events that can be explored so that you can apply more funds to the speaker. Speakers Bureau of Canada offers strategic ways and ideas to explore diverse ways to research, plan, partner and deliver the event without impacting the quality of the event and giving a positive experience for the attendees to engage them for future events.

FINDING THE RIGHT VENUE

When planning an in-person event, it is important to shop around for venues at various locations. You may want to investigate hotels, conference centres, theatres and buildings that are able to hold a lot of people with a community centre, gym, ballroom, or board room depending on the number of attendees. If possible, hosting the event at your office or one of the business locations will be a free venue, therefore we recommend looking into your office as a first option.

To reduce spending, you can use the same location or hotel chain year after year. If it is a venue that may have an interest in supporting the attendees and the organization, you can also request a discounted rate in case they are interested in sponsoring the event. You can also find strategic partners to assist you to lock down and secure a venue or hotel, especially if delegates are travelling to the event and require hotel rooms or an overnight stay.

Good venues for conferences have proper seating capabilities, chairs, tables, stages, A/V equipment, different room options for keynotes, breakouts, and award ceremonies. They will also usually provide drapery, pin up boards, culinary equipment, dish sets and a usable kitchen for catering services. Great venues will have an onsite representatives and staff to support you in the set up, delivery and the take down of the event. They will also have programs or design instructions with different options that will help you strategically design each room for each session in the program, and how the attendees will be able to view the keynote speakers or workshop speakers in each session.

HOW TO SAVE COSTS ON VIRTUAL EVENTS?

There are also some ways to keep costs to a minimum for virtual events and online meetings. Getting to know the platform that works best for your organization is an important part of understanding the costs involved for a virtual event or online meeting. Do you require a monthly ZOOM subscription for a one-time event? Does your organization already use MS TEAMS platform and you can utilize their event portal at no cost? No matter what software platform you use, your software must support the number of attendees which will determine the investment level that will be sufficient to support the online attendees.

Many organizations are also assigning a team lead or virtual event organizer specifically responsible to find speakers, explore the different software platforms, work with IT and/or find a production company and marketing the event to attendees. Having an internal representative to manage the logistics, research and delivery of the event will continue to build their skillsets and abilities so that they may be able to deliver the event themselves at some point. At the minimum, they will be able to determine unique ways to create more value, keep costs down and find the right partners to find speakers and produce the event at a lower cost.

ROLL OVER BUDGETS FROM OTHER EVENTS OR USE DIFFERENT BUDGETS

As organizations try to maximize the learning of their employees, it can be common to assign budgets to different departments to hold monthly events of quarterly events. At times, the budgets for monthly events can force the organizer to hire a low-cost speaker that is not effective or get an internal speaker which may limit the ability to influence the audience. Lunch and learns are a notable example as we see many organizations invest a small amount per month for the speaker and the event only influences a small number of attendees.

By saving 6 months worth of funding, you can find an amazing motivational keynote speaker or virtual speaker for the same group or a larger audience. Finding the right speaker for each event is especially important and maximizing your investment by applying funding from different budgets is a terrific way to increase you budget and cut down on costs at the same time. There is also learning and development budgets which can often not be known to be available to access when planning the event. Larger companies can also apply the companies left over travel budgets or left-over funds from previous events for to the speakers travel expenses or securing a venue which will increase the budget for the speaker to access a high-quality expert or the proper venue.

RAISING FUNDS AND FUNDRAISING FOR THE EVENT

Do you need to raise funds from sponsors or attendees? Opening the event up to the public or finding strategic partnerships to provide funding can help bring more attention to the event and bring in attendees interested in hearing from the speaker or supporting your cause. Raffles and prize draws, selling tickets to the event, creating a membership fee for the organization, selling per plate dinners at gala’s or holding a networking meeting that cost a small amount with a low-cost speaker or the president speaking will allow you to continue to raise funds which can be allocated to the annual conference budget. Holding multiple virtual events or in person meetings over the year will bring more engagement to your membership and all stakeholders.

HOW TO MAXIMIMIZE YOUR INVESTMENT, GET MORE VALUE & SAVE COSTS WHEN WORKING WITH A MOTIVATIONAL SPEAKER

Any motivational keynote speaker or virtual speaker that is worth his/her salt also offers a corollary breakout session or workshop. Take advantage of this. You are already having the speaker join you and covering all their travel and accommodation expenses; your speaker is there at your event, for little or nothing more we you can ask a speaker to:

• Have a speaker present more than one session such as a keynote + workshop or a second practical workshop on a different topic on the same day.
• Book the speaker for multiple events and access discounted fees for multiple bookings.
• Give the speaker some leads or find other bookings for them on their behalf.
• Ask your speaker to moderate a break-out session.
• Offer the speaker to facilitate round table discussion with key staff, management, or board members on a pertinent topic while they are there.
• Prepare and deliver to your delegates an interactive follow-up webinar after the event.
• Request that the speaker attend meals and networking sessions with the attendees or leadership team.
• Book more than one speaker through a speakers bureau for the same event and we can usually negotiate the fees with each speaker since we are filling the program.
• Allow the speakers to market their books or training after the presentation.
• Offer the speaker the list of delegates or attendees.

WORK WITH A CANADIAN MOTIVAITONAL SPEAKERS BUREAU TO FIND AND BOOK THE SPEAKERS & TO ACCESS OUR LARGE NETWORK OF EVENT PROFESSIONALS IN CANADA

Speakers Bureau of Canada will be able to reduce costs planning corporate events. Sponsorship and early planning will allow you to explore your different budget options and resources for your event. If you book more than one speaker for any event, we can offer you a further discount by lowering our commission for the engagement. You can also book a speaker for multiple presentations on the same day or for multiple events occurring throughout the year to lower their speaker fees.

Speakers Bureau of Canada also has many strategic partners that we work with that we can put you in touch with regarding venues, catering, and production. We network with event professionals of all types, travel agents, production companies, virtual event producers, meeting planners, venues, catering services and speakers and can find you the perfect match to help you save costs and find a strategic partner that will help you plan and deliver the event.