In order to get sponsors for an event, one must know the approach to engaging sponsors and have a plan in place before approaching each potential sponsor. There are many event sponsorship opportunities for organizations to support and contribute within the events industry at each conference.

Each speaking slot in the program, every meal, coffee break, gala, and each event at the conference or within the agenda can be contributed to being hosted/sponsored by a partner or investor. sponsorship or partner. Here are some strategies professional fundraisers, event planners and non-profit organizations utilize to secure a sponsor to increase the budget, attendees and marketing for the conference or event. The following methods bring new ways of planning and collaborating at the event to turn your event into positive cash flow for future events.

STEP 1 – RESEARCH TO MAKE A LIST OF POTENTIAL SPONSORS

Research the attendees and find out who has attended previous events. Research the background of your event to find out if the organization had partnered with any organizations and a former sponsor of the conference. Collecting data to find any individuals or organizations that would be a good match to sponsor the event will give you an idea of who to contact. Narrow your list and do more research on each potential sponsor to get to know them, their careers or their business more intimately so that you can gain personal knowledge regarding if they have sponsored previous events with other organizations if they have had some good years and are cash flow positive and find the similar organizational or personal traits that will resonate with them between your organization and them. If an organization sponsored your event in the past and is not willing to sponsor future events, research their competitors since you have already found a “match” in previous years. Competitors will often jump on opportunities to take over spaces where their competition has been, so it can be useful to research this information for your strategy.

STEP 2 – CONTACTING AND CONNECTING WITH EXISTING SPONSORS

Do an in-depth dive into the sponsors who have contributed to the event in the past 4 years. Understand how long they have been contributing to the event the purpose of their involvement. Find the key areas that resonate with them to establish trust so that they know that you understand them and their reasons for sponsoring in the past. Make a list and place a telephone call to existing sponsors to request a meeting with them to seek their advice on your event. Tell them that you want 15-30 minutes of their time to help you complete a market study (a funding feasibility study in professional fundraising jargon). Usually, people are flattered when they are asked for advice, and since they have already sponsored your event, they will usually want to give you some time in their schedule. Requesting a virtual or in person meeting is the best practice, as it is easier to be authentic and to be able to communicate with them in the meeting.

At the meeting be an active listener and ask strategic questions. Be authentic and come from a genuine place. Open the conversation by asking strategic questions that will confirm your research on each of them or give you more insight on a topic that is unknown to you about them or their business. Once you have established a solid foundation of knowledge, start to discuss their previous involvement in the event itself and what they enjoyed or did not like so much at past conference or events. Ask for any suggestions on how to raise more funding or ask if there are any ideas, they may have to contribute in a unique way then previous years. Ask them about previous speakers and if they know any great speakers to hire that they think would be interesting and a good fit for the audience.

Ask them about their year, their business, and the challenges they may have faced. It is always good to understand more about how they may react to you requests. Ask them advice about holding the event and their experience at the event or similar events in the past. Run the list of potential sponsors by them and ask if they want to have one of the potential candidates involved is a good match for them if they are to sponsor this event. They may even know or work with some of the people on the list and can give you some insider information on them to help you prepare for upcoming conversations. Share the unique relationship you have built with them and show appreciation for their insights and participation in previous events. Request to learn if they know of any other potential sponsors that they know of in their network that may want to be involved in the event.

STEP 3 – FINDING NEW SPONSORS

Now that you have a list of potential sponsors and some data to work with, you can now start working the list to contact new sponsors. Reaching out can be difficult, however it is important for you to learn the CEO or one of the executive leaders so that you can be speaking to the right person. It may take a couple of attempts but keep calling to find the ways until you have reached the right office.

Once you have reached the right office or their personal assistant, use the person you are trying to connect with first name to make it sound like you know them well to get through to the CEO. It is important to have your research ready and written down before each call as once you get through, you only get the one chance to make an impression. Leverage points of your research, relationships they may have and shared interests to establish rapport with them and request a meeting to discuss a unique opportunity or request to learn if they are interested in having a quick meeting to talk about a shared interest. It is important to make a meeting with them and requesting 10-15 minutes of their time will make it seem like it is an exceedingly small commitment on their end.

STEP 4 – PREPARING FOR THE “BIG ASK”

At the meeting if you are speaking to an existing sponsor, thank her/him for her/his continued support. If you are talking to a new sponsor, tell them about your organization, the purpose of the event and the challenges the organization has faced most recently as an organization and in holding the event. Briefly explain the purpose of your event, who it will serve and the people it will be impacting. Share the names of other sponsors involved in previous years and this year, so that they can understand where their name will be sitting with if they choose to sponsor.

Much like with existing sponsors, you want to get to know your sponsors and how they feel about conferences, events, and speakers presentations. You will also want to learn if they have a personal connection or shared interest to your organization or cause. Tell them that you would like to give people, companies, foundations, and organizations an opportunity to be positively associated with your event through sponsorship opportunities. Lastly, explain to them your budget shortfall to make the event come together.

STEP 5 – THE CONVERSATION ASK

The most important thing about the entire process is to ASK! Tell them the importance of each event within the program and describe what takes place, the people involved, the speakers booked in the past and the networking opportunities for the professions of the participants in each session. Showing them a video of a previous event will also give them more insight into the energy involved at the event.

Once you have informed them about the event, explain the different sponsorship opportunities on how different sponsors contribute to the event and how it worked in the past. Create a package or one sheet that explains the different packages and the benefits they get from sponsoring at various levels.

For example:

$10,000 for an Awards Ceremony,
$5,000 for a Keynote Address,
$2,500 for a Workshop/Breakout Session,
$1,000 for a Coffee Break, etc.

Remember that effective way to attract sponsors is to give the honour and privilege of introducing the speaker at the event. Another is to allow the event sponsor to place their company name and logo on a placard on an easel at the front of the room.

You are now ready to get to the main point of the conversation. Request them for their considered advice on: “Who do we approach to obtain the needed sponsorships or out of this list (list of potential sponsors you have), who do you recommend us approaching?”

THEN LISTEN: Let them enumerate a list of potential sponsors. They might itemize some of their competitors, suppliers, and other related commercial/industry contacts that they have or give you some innovative ideas on individuals or organizations that may have a shared cause or direct relation to the outcomes the event achieves.

THEN ASK: “Would you will be willing to call these people on our behalf to enable us to visit with them to explain the benefits of their sponsorship of your event.” If they have time, they may make some calls right there, or they may ask their assistant to prepare you a list or a list for themselves.

THEN ASK: Is your company prepared to help by sponsoring the event? Or if they are a current sponsor – Are you prepared to increase the amount of your current sponsorship and involvement in the event?

THEN LISTEN: Let them say yes or no and explain why or why not. Have key information prepared on what they will receive by participating in this years event through sponsorship and ask if they have any special requests they can think about before making their decision that will add value to their investment. Let them know that you do not expect an answer today and you hope to give them some time to make a decision. Request to learn if you can follow up a couple of weeks with them for a quick telephone call.

STEP 6 – “THANK YOU”

Thank them for their time, advice, and their consideration. Let them know you appreciate their assistance, the insights they shared and that their input will have a direct impact on the approach to planning and delivering the event.

STEP 7 – FOLLOW UP!

Following up is often something people do not do. Even if you received a “no thank you” or a negative response, since you have already made the connection, following up with the person you connected with to learn if they have given any extra thought to your conversation with them and if there are any changes in their decision is always appreciated by those that need to be appreciated. If the person with whom you have met has made an introductory telephone call to prospective sponsors or even had a conversation with them on the golf course, this will help immensely as they may have forgotten to reach out and connect you with their network.

They may also have had some innovative ideas to share about the event itself, the approach of the organization and how to bring a significant impact. Better yet, they may have decided to increase their sponsorship amount or secure their place in participating in your event. Following up is especially important, as it shows them, they are valued, and they will be valued by you moving forward.

When you work with a speakers bureau like the Speakers Bureau of Canada, we save you time, money and reduce the risk at no extra cost to clients. Finding the right speaker for the right audience can be challenging, and by working with experts and qualified speakers, you will be able to guarantee a positive experience for each attendee.

Speakers Bureaus play a major role in helping event planning teams find, search and book speakers for events. From when the event starts as an idea to when the idea comes to fruition, a speakers bureau supports, guides, and advises on the success of the speaker with your audience and manages the expectations before, during and after the event. Learn more about speakers bureaus and the benefits of working with a bureau vs a speaker directly.

WHAT IS A SPEAKERS BUREAU?

A motivational speaker bureau or virtual speakers bureau is a talent agency that offers clients and organizations talented keynote speakers and professional virtual speakers for their events. Public speaker bureaus represent popular guest speakers at annual general meetings, conferences at events that present on almost any topic, and deliver powerful and engaging motivational presentations for audiences and attendees. A top speakers bureau will offer a list of qualified speakers to organizations to choose from to help with their speaker research when searching for a speaker for their event. The speakers bureau’s talented agents will be able to give expert advice to help organizations find the perfect speaker for their audience.

WHAT IS THE PURPOSE OF A SPEAKERS BUREAU?

Professional speakers bureaus operate as we maintain the quality of the presentation by working with top motivational keynote speakers and virtual keynote speakers. They also help organizations to research, find and book a speaker for their events which saves event planning teams time and money. Speaker bureaus and their talented agents find new speakers that offer fresh perspectives for organizations on specific topics, while also networking to recruit and find trending keynote speakers, celebrity speakers, and popular motivational speakers that are successful with different audiences. Talented speakers bureaus act a strong resource for professional speakers to find them more gigs, connect them with new clients and to educate and inform them on industry trends and the demand for specific topics.

PROFESSIONAL SPEAKER BUREAU’S ACCESS A LARGE NETWORK OF SPEAKERS TO FIND YOU THE PERFECT SPEAKER FOR THE EVENT

A great public speakers bureau will be able to source out research with other agencies around the world to find celebrity speakers or exclusive speakers that will educate, motivate, and inspire attendees. Speakers bureaus have industry partners with other talent agencies, speaker bureau’s, talent agents, media companies and speakers, which can help organizations search and find any speaker no matter who they are for an event. They also have strong relationships with top motivational speakers, keynote speakers, virtual speakers and leading experts and continue to build their relationships with speakers, production companies, venue representatives, businesses and organizations that experienced an engaging motivational speaker a previous event, or left feed back regarding one of the motivational speakers booked through the speaker bureau.

SPEAKER BUREAU’S TAKES OUT THE RISK IN BOOKING A SPEAKER AT EACH EVENT

As the events industry often shifts with current events and topics that meet the demand of each organization, a top speaker bureau will carefully select speakers to work with that can help organizations and individuals to achieve the results they require to positively impact their people. When you work with a top speakers bureau, expect a high level of service, knowledge, experience, and access to the best speakers on topics that you want addressed at the event. Through having a large network, and being strategically positioned within the industry, we work closely with industry partners to keep up to date with the top motivational speakers and virtual keynote speakers on each topic, professional speaker bureau’s will help match the perfect speaker with the right audience to create memorable life changing experiences for attendees. By a guaranteeing, a professional approach when working with an external speaker, the talent and speakers’ bureau agents will have strategic meetings with upcoming speakers or speakers that are not represented on other agencies. Speakers bureaus will also keep up with trending speakers, topics, and best practices within the industry to maintain and progress speaking industry standards. By collaborating with a speakers bureau’s professional motivational keynote speakers that engage audiences at conferences, events, and virtual meetings, you can be confident that audience members will walk away feeling inspired with practical tools they can use in their lives.

SPEAKER BUREAU’S ACCESS A LARGE EXTENSIVE NETWORK OF QUALIFIED MOTIVATIONAL KEYNOTE SPEAKERS & VIRTUAL SPEAKERS ALL IN ONE PLACE.

Searching for a keynote or virtual speaker can take time and it is not always a guarantee that you will book an engaging speaker for your audience. Each conference, meeting and event will require a speaker to address different topics. Investing in a speaker for your people is one of the most important components of leaving a memorable experience with attendees. Searching for any speaker online can be risky, as just because they are a top result, does not mean they are good at speaking or experts on the topic. Professional speakers bureaus screen their talent before they become a member to ensure they are expert motivational speakers that will deliver engaging presentations to educate, inform, and inspire the results to meet the needs of each organization and audience. By working with speakers bureau’s, you will find speakers for virtual events and conferences all in one place. You will also find popular guest speakers, emcees, panelists and thought leaders that are experienced in working with event planning teams and how to add value in diverse ways. You can search speakers by topic, type, location, or their fees, which helps you shortlist speakers that will be a good fit for attendees and that will guarantee a positive impact for attendees and the organization after the event.

SPEAKERS BUREAU’S CAN GET YOU A SPEAKER FOR A LOWER COST

You may think that speakers on a motivational speakers bureau can be more expensive or that they cost more since they work with an agent. It is not true. Speakers bureau talent and speakers charge the same to through the bureau as if you were to book them directly. Keynote speakers bureaus and virtual speakers bureaus are also able to negotiate speaker fees, manage the contracting, and meet the professional criteria organizations have when planning an event. They also maintain industry standards to ensure a smooth process with organizations find and book speakers for virtual meetings, conferences, and events. We are also able to identify strategies we know will work when approaching a speaker to discount their rates, and due to a long and trusted relationship with each speaker, the bureau agent can often request a favor from the speaker or to present the event to them which will make them more flexible with their fees.

PROFESSIONAL MOTIVATIONAL SPEAKER BUREAU’S MANAGE COMMUNICATIONS TO COORDINATE WITH BETWEEN SPEAKERS AND THE HOST ORGANIZATION.

When searching for a guest speaker, many event planning teams will reach out to multiple speakers to see if they are available and to learn what they charge for a keynote, workshop, or virtual presentation. A top speaker bureau will make special requests for the speaker to perform for each organization at each event. Top speaker bureau’s also will inform organizers on what it is like to work with any speaker of interest to help further their decision. In working with a speakers bureau, event planning teams get a streamlined experience in searching, connecting, and booking a professional speaker. They are also able to have the speakers bureau agents reach out to multiple speakers at the same time, without having to be in touch with the speaker directly. Speaker bureaus can check availability of speakers, negotiate fees and place holds in speakers schedules on behalf of the organization. That way, if you are no longer interested in the speaker, there is not disappointment on either end since it is common for us to contact a speaker on behalf of a client.

Once you are ready to book a talent from a speakers bureau, the speakers agent you are working with will reach out to the speaker to confirm the firm offer, coordinate to make sure that the speaker aligns with the presentation topics and the audience and book the speaker on the host organizations behalf. A top speakers bureau will prepare the speaker for the session and the conversations with the event planning team and connect them at an early stage to gain alignment for the content of the session. They will also make sure that the speaker has all the information they require to be able to propose some ideas, research and customize the content for each organization and the attendees participating in the session.

SPEAKER BUREAU’S CREATE A STREAMLINED PROCESS WHEN BOOKING THE SPEAKER

Speaker bureaus manage the agreement/contract, calculate travel expenses, can book the travel on the speakers behalf, and hold the funds on the host organizations behalf until the event takes place. Through having strong cancellations policies in support of the host organization, we can make sure that we protect each organization when collaborating with us and the speaker. Top speaker bureaus will be able to identify any conflicts or challenges in the process at an early stage regarding recordings or collaborating with the speaker to meet the contractual terms and conditions, often unique to each organization. Top speakers bureaus can pay the speaker at a time negotiated within the contract or if there is a delayed payment to the speakers bureau. They will also educate and inform the speaker of the logistics; key points of contact and they sign our agreement which is usually negotiated between a speaker bureau and the host organization.

DOES SPEAKERS CANADA CHARGE MORE FOR THEIR SPEAKERS?

No. How does SBC survive? It takes 15% to 25% of the speaker fee for any bookings it books from the speaker’s end. Speakers are generally happy with receiving 75% of their usual fee because the engagements we book for them are presentations that they would not normally get, provide insights on their careers, support their busy schedules, market them to our clients, and give the speaker credibility as a speaker. We also act in support of all processes in managing the booking process. It costs a client no more to book a speaker through the Bureau. Our service is free to clients. We act as brokers for our speakers and clients and secure speakers for events as an independent contractor.

WHY IS THE SPEAKERS CANADA IN BUSINESS?

We work closely with multiple provincial and national organizations for their events and are familiar with all processes before, during, and after the event. This allows you and your organizing team to be confident in the success of the speakers’ session and to be able to focus on other moving parts of your organizing. Clients and prospective clients like the arrangements because the Bureau can offer several speakers at different price ranges, and they benefit from sound objective advice from our Bureau.

Clients are also pleased in dealing with the Bureau because we cover all speaking engagements with an agreement, protect them from cancellations, have a large network of speakers on all topics, are constantly hiring new talent, have a unique understanding of industry trends, manage the agreements and act as a mediator for support last-minute changes or concerns. We also guarantee that a speaker will have a professional approach to the event and discuss the engagement with the client beforehand to ensure that he/she tailors his/her presentation for each audience at each event. We have long-term relationships with our speakers, and we can reference strong points of negotiating to lower their fees depending on the unique circumstances of each event.

HOW DOES THE SPEAKERS BUREAU OF CANADA WORK FOR EACH UPCOMING OR POTENTIAL EVENT?

We support each stage of their decision process, protect clients for the booking, secure the investment and maintain industry standards with our speakers. We offer strategic advice, personal insights and know the Canadian speaking industry trends to offer clients unique perspectives when they are searching, hiring, or booking a speaker. In the process of booking a speaker, a client would contact our bureau about a specific speaker, speaker requirements, event context, presentation format, and what they hope to achieve at the event. We then provide you with information about each speaker, their presentation(s), their availability, and their speaker fees. We work to ensure the success of the speaker is the right fit for the right event and guarantee the session will have usable information for the audience. We then allow clients to make a final decision on whether they want to book a speaker out of our roster. We also work with exclusive speakers in which we manage all their requests outside of their everyday work on their behalf and manage their schedules. We support clients and speakers for the negotiations, contracts and invoicing process while assisting in the promotion of the event. Most importantly we match organizations to Canada’s top motivational keynote speakers and virtual speakers so that they have the perfect speaker that will that drive positive impact for Canadian audiences at each event.

WHAT MOTIVATES OUR SPEAKERS BUREAU OF CANADA’S TALENT AGENTS, SPEAKERS, AND TEAM MEMBERS?

We aim to offer Canada’s most engaging speakers to motivate, educate and active the audience to inspire them to make better decisions and change their behaviours. We are set to continue to create life changing experiences for Canadians through our motivational speakers presentations. We bring new opportunities to our team members to sharpen their skillsets and gain new knowledge for their abilities and capabilities. We play an important role for speakers and host organizations and although we are not participating directly in the event, out talented agents and speakers bureau staff members know that in order for us to be successful, we must be trusted, dependable and accountable to each event that has hired one of our speakers. We take pride in the important work we do, and continue to learn, grow, and shift with the speaking industry to maintain our strong resources, network, and high-quality service that we offer. We are committed to the grow of our employees, the growth of our network of speakers and the impact we can bring to each organization at each event in Canada.

Selecting your guest speaker is one of the most important elements of a successful meeting or conference. Selecting the right business speaker can bring new insights into business strategy and selecting the right HR speaker can educate, inspire, and motivate employees to make the changes required to perform and align with the organization’s goals. Searching for a speaker can be an overwhelming task and selecting the right speaker can become a high-pressure situation for organizing teams as leaders expect a successful event. Speakers Bureau of Canada is Canada’s best resource to search, find and book virtual and keynote speakers in Canada. We have compiled a list of tips that will make your meeting a success.

WHAT ARE THE NEEDS OF YOUR AUDIENCE?

Determining the needs of your audience is essential in selecting the right public speakers. Does your meeting require that the audience will leave with specific or technical information to advance their careers, or do you require a motivational speaker to inspire the group for a mindset or behavioural shift? Is your event a gala or awards ceremony which requires an after-dinner speaker or entertainment with a message or a conference keynote speaker for a large conference opening or closing presentation? Most importantly you want whatever speaker you hire to activate your audience during and after the event through their presentation. Hiring a motivational keynote speaker should be seen as an investment and it is essential that you learn what your audience requires in order to achieve the results the organizations have set out before selecting the perfect speaker.

ESTABLISH THE EVENT DATE, TIME, AUDIENCE MOOD AND BUDGET

Start to search for a speaker as soon as you have learned there is a possible event or meeting that requires an external perspective. Once the date has been set, it is important that you have some ideas in place as well as some established resources to search and find speakers for the engagement. Many professional speakers book speaking events up a year in advance, and you will want to get on their calendar and hold the date as soon as possible if they are available.

Consider how much time you have to fill within the program, how much time you want the speaker to speak for, and where the speaker’s session falls within the overall program. If you have flexibility within the program or you can shuffle the agenda to work around the speakers presentation, a professional motivational speaker can work with you to determine the length and duration of the presentation to best suit the daily course of the event programming.

Have multiple meetings to discuss the event dates, travel logistics, event format, presentation format, what the attendees will be doing that day, and discuss how the speaker fits into the program. If there are sessions before and after the speakers presentation, making sure that the mood of the audience is aligned with the presentation style of the speaker. The order of presentations matters as two technical sessions in a row may call for a high energy engaging speaker or funny motivational speaker to lift up the audience and motivate them between educational sessions.

Factor in the fee you are willing to pay for the public speaker and the value they can offer the audience. Do not try to negotiate pricing based on the time/duration of the session, as speakers do not charge by the hour. Your search for the perfect speaker will be dependent on the budget allocated for each session, and your leaders must determine the level of investment for the speaker before you can search.

HOW TO IDENTIFY THE TYPE OF GUEST SPEAKER WHO WILL BEST MATCH THE NEEDS OF THE AUDIENCE?

It is important consider and weigh different factors on the needs of your audience, organization, and the event itself. Are you holding a virtual event that requires a high energy speaker that can engage the audience? Will the audience be inspired most by a politician, celebrity, or icon? Maybe you are looking to activate your audience through a motivational speaker that educates and inspires results. You may want to explore a leading industry expert or thought leader who can bring a new strategy for you to implement right within ones career. Maybe it is best to have a business speaker, sports motivational speaker, Olympic athlete speaker or best-selling author that can use their experience to share the knowledge they have learned in their profession.

A professional guest speaker’s expertise within a specific topic theme or industry can be a big draw since they will almost automatically resonate with the audience. A celebrity speaker or big-name speaker will also engage for a high number of attendees to want to participate in the event. Although this approach may work for ticketed events, well known names do not always guarantee a professional approach to the event or an impactful presentation. High prices do not always mean that you will receive a high-quality keynote presentation at a conference or event. Each of these guest speakers can activate the audience however by knowing the speaker’s ability to be successful with each audience personality it will give you more insight before researching a speaker.

WHERE CAN I GET A KEYNOTE SPEAKER OR HOW DO I REACH A GUEST SPEAKER?

Locate your resources to search and reach out to speakers for an event. Personal referrals are a great way to narrow your search and find a speaker familiar with the audience. Asking colleagues for recommendations or even some of your larger corporate clients is a great way to find a qualified professional speaker.

Speakers Bureau’s like the Speakers Bureau of Canada is one of the top ways to search, find and book a speaker according to your specifications and needs to meet your requirements. Speaker bureaus and talent agencies that are registered with the International Association of Speakers Bureaus (IASB) are the most credible and reputable within the speaking industry. The Canadian bureaus part of IASB represent Canada’s top speakers and will have access to any speaker for any event. A motivational speaker bureau and keynote speakers bureau can locate any speaker in Canada and provide a quote for the fees for a conference or virtual event. Many speakers’ bureaus specialize in representing speakers for any topic theme, and Speakers Canada’s has a long list of motivational speakers that are celebrities, Olympic athletes, industry experts, thought leaders, event hosts, authors and executives and corporate business leaders that combine their education, experience, and personal journey to deliver a powerful and impactful presentation. Click here to jump to The Speakers Bureau of Canada’ Online Directory of Professional Speakers. This directory contains information on more than 300 of to Canadian public speakers and guest speakers and can be searched by topic, keyword, location, name and so on.

Personal referrals are also a great way to narrow your search or to get personal opinion about a potential guest speaker. Ask colleagues for recommendations or even some of the clients you serve to find out if they have hired a speaker that is worth looking into. You can also run a speakers name by a speakers bureau agent, your team members, or your customers to see if they have ever heard the speaker speak to their group.

Search online is also a good way to find a speaker. If you see a speaker on multiple speaker bureaus or if you have found a speaker bureau with a large list of professional speakers, you will be able to write down a list of speakers or contact the agency to have them provide you with their fees and availability for the event.

HOW DO I FIND A SPEAKER FOR A WEBINAR?

Finding a virtual speaker is much like finding a motivational keynote speaker or guest speaker. You want to check in with other organizations or ask your team members if they have participated in a webinar in the past that had an engaging speaker. The best way to find virtual keynote speakers for a webinar is to contact a Canadian speakers bureau to have them provide you with a list of expert virtual presenters for the topics you hope to address within the session. As a virtual speakers bureau in Canada, SBC has become a major resource to search and find best virtual keynote speakers for virtual meetings. Whether you are looking for a dynamic virtual speaker who can deliver an interactive presentation online or a virtual keynote speaker for an online conference or summit, Speakers Bureau Canada and our speakers are able to meet and exceed the expectations for audiences for ZOOM and MS TEAMS events.

HOW TO HIRE A VIRTUAL SPEAKER FOR AN ONLINE EVENT?

Virtual keynote speakers and online speakers are different than an in person professional speaker. Virtual speakers have invested in their content to be highly engaging and often possess a high energy speaking style that engages the audience. One of the best things about virtual speakers and online meetings is that before you select the speaker, you can meet them virtually often on the same platform as your event and with the virtual speakers home set up in the background. This acts an introduction to the virtual speaker and what they will look like to the audience on the day of your meeting. It also gives you insight on how the speaker comes across in a virtual setting. When hiring virtual speakers for online events, it is important to get to know the offerings the speaker will provide the audience throughout the session. Each speaker will have their own approach to engage the audience virtually, and it is important for you to request to learn all the different ways the speaker can deliver the content and interact with the attendees in a virtual format. Virtual and online meetings will often have polls or creative ways to keep the audience engagement throughout the session and motivational guest speakers may not all have the same understanding, skillset, or knowledge to be able to support an online event.

REVIWING YOUR SPEAKER OPTIONS AND INTERVIEW YOUR SPEAKER CANDIDATES

CREATE A LIST OF POTENTIAL SPEAKERS – Once you have found your virtual speakers, motivational keynote speakers or guest speakers, it is important you create a list of all potential candidates that could be a fit or that are of interest to you and your team. A professional speaker will be a partner in your process and will want to give you the opportunity to showcase their full skillset, knowledge how they create life changing experiences for the attendees.

CONNECT WITH THE SPEAKER FOR AN INTERVIEW – During the interview, ask the speakers for testimonials and references at previous events they attended as a speaker. If they are speaking in your area or delivering a virtual presentation, you may also request that you attend the session within the program and see them in action before making a decision.

ASK ABOUT THEIR EXPERIENCE AND REQUEST MORE INFORMATION ABOUT THEM – Confirm that they have presented to similar audiences and addressed organizations like yours in the past. Talk with them about their experience at other events with similar audience sizes and session formats. As for video references for their live appearance and virtual presentations. This will give you a better idea of some of the content, their speaking ability and how invested they are into their speaking.

DO THE HAVE A PROFESSIONAL APPROACH TO EACH EVENT? Find a motivational speaker that will tailor their presentation for your group and the desired learning outcomes of the presentation. Ask them their approach and next steps if you are to select them so that you and your team can outline if their process aligns with yours, to meet the session criteria and your needs.

LEARN ABOUT THEIR CREDIBILITY, SPEAKING ABILITY AND SOME BACKGROUND INFORMATION – Ask the speaker about their personal accomplishments, awards, certifications, education, and years speaking in the industry. Ask them if they belong to any associations, sit on any boards, or belong to a speakers bureau. This will give you more insight to their credibility. If you learn that the speaker is a CSP (Certified Speaking Professional) or a Hall of Fame speaker, they should automatically be considered or shortlisted by your team since this is one of the highest designations to receive in the speaking industry.

SELECT YOUR SPEAKER

Shortlist your top 2 or 3 speakers and have another meeting to discuss the direction your team members feel most confident with and vote on the guest speaker or virtual speaker that will be most successful with your audience. Weigh each benefit a speaker can bring to the audience and the value you will receive through your investment. Calculate potential risks in working with each speaker to narrow down your choice.

When you hire a professional speaker, you are contracting a direct contributor to help you make the event a success. Motivational keynote speakers understand that their reputation, the event planning teams reputation, and the organizations reputation is all on the line and counting on their performance. When investing and selecting your motivational speaker, consider they have often presented to hundreds of audiences and by working with a Canadian speaker on a bureau, it will add peace of mind to your decision and give confidence that the speaker will be able to engage, motivate, educate, and activate the audience at the conference, event, or meeting.

Good speakers will be responsive to working with you leading up to the event. Great speakers will give you new ideas and will spend hours researching, preparing, and customizing the presentation to ensure it aligns with the host organizations needs and session requirements. Speakers Canada’s talented agents and speakers will be able to negotiate speaker fees when they are booked for multiple events or present multiple presentations within the program. Professional speakers also have books or online training they can offer attendees as door prizes or a discounted rate to be included when they are booked for an event. Ask about your options and finalize your decision no later than 14 days after you have connected with the speakers, as each speaker will be working other requests and can become unavailable on your date.

CONTACT THE SPEAKER YOU HAVE SELECTED AND THE SPEAKERS THAT YOU DECIDED NOT TO WORK WITH

The day that you have decided on the speaker, it is important to contact the speaker or the speakers agent to request that they place a hold on the date of your event. Professional speakers get a lot of requests and operate a dynamic schedule. It is important that once you know the speaker you want to work with that, they are aware of the booking so that they can rework their calendars and start looking into arranging travel or move other commitments around your date.

It is also important to inform the speakers you did not choose to speak at the event as they will all be eager to receive the update to learn if they have been selected. Like any business, speakers are very busy and will consider each opportunity that comes their way and by contacting the other speakers to tell them to remove the date from their schedule, thank them for their time and to let them know that they will not be speaking at your event is important to keep a professional approach and reputation with speakers.

Speakers Bureau of Canada does this all for you, so you don’t have to contact multiple speakers at each stage of your decision process. We can thank them on your behalf without you ever having to connect with them or let them know which speaker you selected. We keep your information confidential and maintain a strong relationship with clients and speakers throughout the process.

DRAFT AND FINALIZE THE AGREEMENT – GET IT IN WRITING

Speakers Bureau Canada and our professional speakers to not engage an event without a contract agreement in place before the event. The agreement is the final confirmation for the speaker, and it is the opportunity for your organization to outline all the logistics and contributions for the speaker. The speaking industry is all about managing and confirming expectations, and professional motivational speaker will insist to have an executed contract or working agreement in place before they make an appearance or start researching the content for the session.

When drafting the agreement, it is important to consider:

Speaker cancellations policies
Client cancellations policies
Force Majeure cancellations policies
Travel logistics, flights, car rentals, ground transportation, hotel accommodations, meals, parking, and incidentals
Fees, applicable taxes, reimbursements, and payment terms – deposit, after services are rendered, or full payment before the event
If the session will have an audio or video broadcast, videotaped/recorded
Other commitments for the speaker at the event or if you want the speaker to attend any social events or meeting while on site
If the speaker may sell books or products at the event to attendees and if so, how it will be handled
The event information, audience information and engagement details.
Important deliverables with dates for slides, or important meetings
Contact information for the speaker to get in touch with while on site or before the event takes place.
legal implications, if any, your contract may contain for applicable laws, disputes, and resolutions

ESTABLISH STRONG COMUNICATION WITH THE SPEAKER EARLY ON

Establishing the best method of contacting the speaker, the best time to get a hold of them and to coordinate important meeting times for the content creative discovery call will help you learn and clearly outline the expectations in working with the speaker leading up to the event. Event organizers can often be stressed as the event approaches quicky, and it does not serve anyone to leave things to the last minute. Professional speakers will usually want to start working on an event 30 days to 90 days before it takes place.

If the speaker must submit slides for translation, create a promotional video or share social media promotion for the event, having clear dates set along with discussing the content will be an important time to make sure there are no delays or surprises leading up to the conference. It is also recommended to receive their promotional materials such as their headshot, bio, topic descriptions right after you complete the agreement. You may also want to ask the speaker if they have a favorite video or podcast that you are permitted to share with your attendees to engage them before the event takes place. Without strong communication with the speaker, you limit promotional opportunities but most importantly the speaker will not be prepared as they could be if you were to establish communication at an early stage after booking them.

WHAT TO SHARE WITH THE SPEAKER TO MAKE THEIR SESSION A SUCCESS

When you work with a professional speaker it is important that they access as much information about the audience, company, event themes and the topic theme you have identified for them to speak about. Professional speakers will want to become familiar with your organization, the criteria for the session and all the event details so they can facilitate a customized presentation that resonates with each audience member on a specific subject matter. Expert motivational speakers and virtual speakers will ask great questions to give them an internal perspective on the audience to meet the organizations goals.

Here are some ideas on what to send the speaker and to prepare for the speaker as you work with them to discuss the content of their presentation:

Meet with your team and provide the speaker a clear outline of what you and your team expect
Be specific about the demographics and the size of your audience and their professions
If available, share the results, statistics, and videos of previous events and the speakers you worked with
Inform the speaker about other speakers you have hired that will be presenting before them, after them and in the full program.
Allow the speaker to connect with other speakers booked, so that they can build off the content and not duplicate or replicate similar learning outcomes from complimentary speakers in the program.
Provide the speaker with the technical or A/V requirements on site or the virtual software platform utilized to deliver the session
Send them your website, newsletters, promotional materials, social media handles
Include important contact information for representative who will be meeting them on site or are involved in the IT, A/V, or production for the event.
Give the speaker some industry buzz words, lingo, important accomplishments, or challenges of the organization since the previous event.
Connect them to the host or representative who be introducing them before their presentation.

SET THE STAGE AT THE EVENT

Speakers will want to know the room set up, location and audience seating before they arrive on site. They will want to familiarize and test the equipment before their presentation so there are no surprises during the session. Making sure the room and technical set up is clearly outlined for the speaker and knowing the speakers preferences and A/V needs will help you prepare in case you must request the venue or representative to make adjustments.

Make sure the room is set up for optimum impact. No echoes in the room, a good sound system and arranging the room to be focused on the front stage. Make sure the lighting is perfect for the speaker and that the room temperature is set to accommodate a large audience. Consider how many attendees will be there and if the room size fits the audience size or if there will be extra space not being utilized in case you can maximize use of the space. Have your speaker sit with other presenters or the executive leaders so they are noticed by other participants as a special guest and so that the speaker can gain insider knowledge to what the leaders hope to achieve at the event.

THE PRESENTATION AND PROGRAM

Although a professional guest speaker will be able adapt their presentation to any time you require, having each session program run smoothly assists production teams to align with the speakers presentation. Keeping your program can be difficult, however by hiring a professional emcee or event host, they can assist with improvising on the fly to keep the program on track. Keeping the program schedule on time will allow your audience to get the full impact of the daily program and sessions without to keep them engaged.

All professional motivational speakers should provide you with their speaker introduction, and whether it is a virtual event or an in-person event, you will want an organization representative, sponsor, or the event host to introduce them before the session to give a short bio and a little information about the speaking topics. The intro should be short, energizing, accurate and create positive expectations for the audience with a warm welcome for the speaker.

AFTER THE PRESENTAITON– WAS IT A SUCCESS?

Evaluate the results of the speakers presentation by polling attendees or having the audience complete evaluation forms on what they enjoyed or didn’t like about the speaker or the session. Have them give a rating for the speaker and ask audience members what they walked away with from the speakers presentation.

This will enable you to collect usable information for gauge the results for the speaker and if the session was a success. It will also help you plan and organize future events by getting to know the audience and their expectations.

DOES THE SPEAKERS BUREAU OF CANADA CHARGE FOR THEIR SERVICES?

There are no extra costs to organizations when working with Speakers Bureau Canada – Our services are complementary when booking a speaker through a speakers bureau. Our speakers charge the same to clients whether they are booked directly or with another agency. Our speakers are happy to offer us a small commission for our services as we include them when marketing credible and reputable speakers for event opportunities with our clients. We showcase our bureau talent to different organizations and create a list of credible and popular speakers on topics that shift the direction of each organization and their people. We handle the contract, negotiations, and all logistics on behalf of the speaker leading up to the conference or event. With speakers often managing busy schedules, they trust us to communicate, manage and secure them at different events.

HOW MUCH IS THE AVERAGE COST TO HIRE A MOTIVATIONAL SPEAKER FOR MY EVENT THROUGH SPEAKERS CANADA?

Speaker fees range for most motivational speakers. Our Canadian motivational speakers are generally flexible with their speaker fees as they vary depending on the organization, the number of attendees, the event location and the preparation time to research and deliver the presentation. They charge the same to us as they would to an organization if you were to contact the speaker directly. Speakers can charge anywhere between $5,000 to $100,000 plus and are largely dependent on experience, recognition, and other variables. Keynote speakers in Canada are usually on average between the $7,500 – $20,000 range. Speakers Canada’s motivational speakers & professional speakers have leading experts & engaging speakers between $2,500 to $30,000. Our professional guest speakers have general rates they offer us which is the same as they offer if you work with the speaker directly.

HOW MUCH DOES IT COST TO HIRE A VIRTUAL SPEAKER FOR A WEBINAR OR ONLINE EVENT?

In general, Speakers Canada’s virtual speakers will offer a 25-50% discount of their fees for a virtual event or online conference. The reason is that virtual speakers do not have to travel between locations often making them more available for other opportunities. Professional virtual speakers deliver powerful and engaging presentations with audiences, and they also usually offer a recording at no extra cost, as long as the recorded session is available internally for participants registered for the event. Virtual events also enable organizations to collaborate with different departments or team members across Canada and the world, as organizations can send a live broadcast to other locations. Virtual speaker fees and costs are usually standard to be the same as an in person local event or the non profit, association, or government discounted rate.

ARE THERE ANY HIDDEN COSTS OR EXTRA COSTS INVOLVED IN BOOKING A SPEAKER THROUGH THE SPEAKERS BUREAU CANADA?

Travel logistics & travel costs associated with booking a keynote speaker are the responsibility of the host organization. Speaker travel expenses and costs are usually not included in the speaker fees unless it is a local presentation. Hiring an external speaker to make a positive impact the audience is an investment, and our Canadian public speakers are often consulting, coaching, or speaking with other groups. Speakers charge for the preparation time, rehearsal time, meeting commitments, event logistics and the organization size/type, therefore their fees are presented in a range which are dynamic depending on the logistics involved with each event. We are excited to be back to booking live appearances with our speakers as in person keynote presentation and interactive workshop sessions are the best way to engage audience members to inspire the results each organization sets out when hiring a keynote speaker.

DOES THE SPEAKER FEES INCLUDE EXPENSES?

No. Some speakers do include travel expenses. Most speakers do not. You need to budget for the speaker’s round-trip airfare, vehicle rentals, ground transportation, hotel accommodation, meals during and other incidentals like parking at the event during the speaker travel to and from the event location. A/V requirements, translations and handouts are also the responsibility of the client. Some celebrity speakers also charge additionally for autograph signing sessions and/or attending golf tournaments and/or receptions. Our talent agents will be able calculate the speakers travel to include them in a quote combined with the speaker fee so that organizations will know the full costs associated to bring in a speaker.

DOES SPEAKERS CANADA COORDINATE TRAVEL ARRANGEMENTS?

We can, as we have corporate travel agents who are our partners that organizers and our speakers access and utilize when arranging their travel. Many professional speakers handle their own arrangements and provide us with a quote to get them too and from the event. We maintain industry standards with the speaker and always propose the costs to each host organization before they book any of their flights or hotels.

DOES SPEAKERS CANADA’S SPEAKERS ACCEPT PRO-BONO REQUESTS?

Generally, no. Our Canadian professional speakers are very busy as consultants, coaches and speakers or can sometimes have other full-time careers that impact their schedules. It also usually takes a speaker between 15-25 hours to prepare the content and rehearse the presentation before the event. Although some of our speakers will consider requests for honorariums or low fees, they will usually offer a discounted rate or decline the event if it is not a reasonable request.

There are many ways to increase the budget or reduce costs to allocate funds for a speaker, and too often then not, organizations and even organizing teams do not explore ways to maximize the budget for each opportunity. Non profits get special consideration, however it will also depend on the speakers’ schedule, event format, duration of the session and how many attendees are at the speakers presentation. We do evaluate all proposals on a case-by-case basis and will gladly forward any reasonable requests to a speaker on your behalf. If they accept your invitation, they will contact you directly.

IS IT CHEAPER IF I CONTACT A SPEAKER FROM THE WEBSITE INSTEAD OF CONTACTING THE SPEAKER BUREAU?

Finding Canadian virtual speakers for a webinar or online event can be challenging since there are many new virtual speakers in the industry and not all professional speakers make good presentations online. Finding a virtual speaker has brought event organizers “back down to basics” to search, find and book online speakers for corporate meetings online.

KNOW THE AUDIENCE AND WHAT THEY HOPE TO LEARN AT A WEBINAR MEETING AND ESTABLISH THE PURPOSE OF THE EVENT, EVENT THEME AND WHAT YOU WANT PARTICIPANTS TO WALK AWAY WITH

Meet with your leaders and team members to collect data on what type of virtual speaker will be successful at the event. Outline specific organizational or personal challenges employees may be facing to include them in the criteria for the speakers’ session. Ask about previous virtual events and what went well and what could have been improved. Understand their professions and their willingness to attend a virtual event if held by the organization. Find out if the event is meant for a “break away” for employees to motivate and inspire them or if it is more beneficial to have the attendees walk away with new tools and skills they can implement in their lives and at the workplace.

WHAT TOPICS DO YOU HOPE FOR THE SPEAKER TO ADDRESS AND WHAT DO YOU WANT PARTICIPANTS TO LEARN IN THE SESSION

Before you start your search, remember to know the topics you hope for the virtual speaker to address to the audience and the desired learning outcomes of the presentation. Much like an in-person event, each speaker offers different approaches to working with organizations and offering practical solutions on a specific subject matter. Knowing what you hope to achieve through the virtual event for the attendees and establishing the session requirements and the criteria for the speaker to be successful with your employees will help you narrow your search online. Understand if you require an engaging interactive and entertaining virtual presentation or if you want to motivate, educate, and activate the audience with practical insights and usable tools virtual attendees can use right after the event.

ESTABLISH YOUR BUDGET AND MAXIMIZE YOUR INVESTMENT FOR A VIRTUAL EVENT

How much should you spend on a virtual speaker? Professional virtual speakers often discount their fees since they do not have to travel to the event location and can present virtually to multiple organizations per day. Needless to say, the higher investment in the virtual speaker the better the virtual presentation will be. Having a reasonable budget between $2,500 to $15,000 for a virtual presenter will be sufficient to book Canada’ top virtual speakers.

Know if you will have other virtual speakers in the program on the day or if the CEO or leadership will be participating in the event. Include them in the conversation at an early stage. Virtual events and online meetings allow organizations to invite a larger number of attendees from different departments and locations as long as the software platform supports the number of attendees invited to the session and that log in on the day of the event. Collaborate with organizations and different business locations is one of the biggest advantages for virtual events since organizations can combine budgets and impact more people at a virtual event, since there are no travel costs associated with the speaker.

MOTIVATIONAL SPEAKERS VS VIRTUAL SPEAKERS

Motivational keynote speakers and guest speakers are different then professional virtual speakers. We have seen the virtual speaking industry grow and many motivational speakers attempted to go “virtual” with their speaking but were not successful. On the other had, there were some professional speakers that became powerful engaging virtual speakers as they adapted their business for online events. Why? Some motivational speakers are only successful in an in person setting since they thrive on human interaction and connection. Virtual presentations on different software platforms can limit the speakers ability to see the virtual attendees, gauge their reaction and the “energy of the room” does not exist in a virtual event environment. Many professional speakers invested in elaborate set ups, home studios and advanced the space with tips and tricks to engage the audience online. Some strategies worked and stayed, and some were short lived, as virtual speakers continue come up with new ideas and presentation formats for an innovative approach to speaking virtually.

The virtual speakers that became professional virtual speakers had some key points of learning and take aways for the audience. They also have a natural and authentic speaking ability for engaging storytelling and interaction with participants. They often have a good sense of knowing their content to align with the needs of different audience members. Investing in virtual content that is relevant to each virtual attendee will drive a larger impact at an online event and virtual keynote speakers are able to use their content to promote and market themselves as virtual speakers. Engaging virtual speakers will also include polling, workbooks, or interactive webinar Q&A to create more engagement for attendees with a higher amount of interaction. Top virtual speakers will be familiar with all software platforms and be able to improvise on short notice if production, internet, or the technical set up has any glitches. Lastly great virtual speakers bring a high energy and posses excellent sense of humour that they can tell appropriate jokes and bring smiles to uplift the audience.

ASK YOUR COLLEAGUES & PARTNERING ORGANZIATIONS IF THEY KNOW ANY GOOD VIRTUAL SPEAKERS

One of the best ways to find virtual keynote speakers for webinars is to ask if any of your team members or any leaders from organizations you trust have been able to view a great virtual speaker at one of their online conferences or events. Ask them about some of the virtual presentations that were not as good, and the reasons why. Having personal reference from professionals that you work with will give you insight into what makes a good virtual presentation and engages the audience if they are working from home. Remember to ask them for some virtual speaker names or resources they have used such as a Canadian virtual speaker bureau to support them in connecting them with qualified virtual motivational speakers.

RESEARCH PROFESSIONAL SPEAKERS AND MOTIVATIONAL KEYNOTE SPEAKERS THAT WERE SUCCESSFUL AT PREVIOUS EVENTS

A great way to find a virtual speaker is to reach out to previous guest speakers you had in the past for in person events to see if they are presenting virtually or if they have any recommendations for resources to search and find a virtual keynote speaker. Ask them if they “went virtual” with their business and explore if they may be a good fit for your upcoming event. Since you have established a relationship with the speaker, they will want to assist you in finding the perfect virtual speaker for your online meeting.

SEARCH ONLINE AND ON YOUTUBE

Search terms like “virtual speakers in Canada” or “Canadian online speakers for webinar meeting” to find a list of engaging virtual keynote speakers. Add to the search by entering the topics you hope for the speaker to address one by one, and you will be able to produce different results. Once you find any speaker of interest, make sure to check out their YouTube channel and see how they present themselves on a webinars, videos, and interviews. Videos may not always be the best way to discover the content the speaker presents on virtually; however, they are a great way to learn the energy they bring in front of the camera and their speaking ability in a virtual setting. Create a list of virtual speakers that you feel can be potential speakers at the webinar and take down their contact information and save their websites/videos so that you can review them at one of your team meetings.

CONTACT A CANADIAN VIRTUAL SPEAKERS BUREAU

Speakers Bureau of Canada is a motivational speakers bureau and also a virtual speakers bureau that has a large list of engaging virtual speakers for ZOOM, MS TEAMS, AND GOTO MEETINGS online events. Through working on hundreds of virtual events a year, our virtual speakers talented agents can send you a list of qualified virtual keynote speakers that present on specific topics. Our speakers for webinars and online events are tested and proven with a wide variety of organizations. They are able to meet the standards, technical requirements and customize the content of the presentation to align with organizational needs and the desired learning outcomes for the audience. Whether you are looking for a Canadian motivational virtual speaker or an informative webinar speaker, Speakers Canada’s talent is has the skills and ability to deliver a powerful, motivating, and educational virtual presentation for audiences of all sizes.

Many of our speakers are exclusive relationships to us and we work in transparency to get them bookings and so that they can help us find them more bookings. If you are planning an event and require a quick response, it will usually take more time for them to respond to you than to us. We can put you in touch with a speaker as soon as you request the Speakers Bureau to contact them about your event.

IF I CONTACT A SPEAKER FROM A SPEAKERS BUREAU, WILL I GET A CHEAPER FEE?

No. Speakers offer the same rates to host organizations directly as they do to the Speakers Bureau of Canada. Our full-service speakers bureau is usually able to negotiate a lower rate for the speaker and our services are free to organizations and clients since our commissions come from the speakers’ side.

What happens if I reach out to a speaker directly that is represented by a speakers bureau?

Contacting one of our motivational speakers directly does not affect the pricing or fees and can complicate you sourcing a speaker for the event. As Canada’s speaker bureau we have a strong relationship with motivational keynote speakers on our website & contacting them directly can complicate our relationships.

What happens if you contact a speaker directly?

Our Speakers bureau talent will inform us if they have been contacted by an organizing team member about an event opportunity. Although we always try to get you the cheapest rate with a speaker, when you contact them, they can become less hesitant to work with you directly and we request that we jump back into the conversation. They may also become less negotiable with their fees, and you may risk on or our keynote speakers speaking to your organization.

Why do speakers like working with Speaker Bureau of Canada?

Since successful keynote speakers are often travelling between events and focused on delivering powerful & engaging presentations, they often rely on a keynote speakers bureau like the Speakers Bureau of Canada to manage their schedules, coordinate with each organization, negotiate the fees & calculating the logistics on their behalf. We secure & manage their engagements on their behalf, and happy to compensate us a small portion of the speaker fee for our services. Our speakers contract us to represent them which includes unique support for professional development, industry trends, marketing & managing each event opportunity on their behalf.

Why contact the speakers bureau instead of the speaker directly?

Due to our longstanding relationships with speakers & experts, they are quick to respond, coordinate & confirm any important details with us to speed up the booking process. Since professional speakers are often contacted and approached by hundreds of people on a daily basis, our bureau streamlines the booking process so that they can continue to focus on delivering great presentations for organizations in Canada.

Technical requirements for keynote speakers and virtual speakers vary and depend on the various conditions available to the speaker for each event. Whether an in-person event requires an Audio/Visual (A/V) setup or a virtual platform with online attendees, each speaker, organization/venue will have limitations in supporting speakers and organizations for a successful presentation.

To assist you and your team to acknowledge some of the requirements speakers will be asking about or that your venue may require to supply, we have provided a list of different items that you and your team can review as the most frequent questions, points of discussion or technical items related to each category. The list below covers all the different components of the technical setup, and each item within each category will be something to consider when researching the technical setup and availability.

PROJECTORS – Video Port, Audio Port, Hook Ups, Converters, Works with Mac, and Windows?

Projector brand
Projector built-in or special order
Video resolution
HDMI cord
USB-C cord
Mac or windows projector hook up

PROJECTOR SCREENS – How many, what size, what type, what resolution, what

Projector screen brand
Projector screen size
Distance between screen and projector
What resolution the display will be
Do the slides fit onto the screen?
Can the audience see the screen with the slide from the back of the room?
Lighting to display slide presentations
Color and display settings meets the speakers’ requirements

LAPTOP COMPUTERS AND USB FLASH DRIVE STICKS – Windows or Apple, how many laptops or USB sticks? works with projector, does it have the right ports, right hookups, and connectors for the projector?

Laptop stands
HDMI/USBC converters
HDMI/VGA converters
HDMI USB-A converters
HDMI/HDMI MINI Converters
USB direct to laptop
USB direct to projector
Memory stick direct to laptop
Memory stick direct to projector
Display ports if multiple displays
HDMI, USBC, VGA, USB-A cords

MICROPHONES- Wired or wireless, lavaliere vs handheld, podium vs floor stands?

Lapel or Lavaliere microphone
Over-the-ear microphone
Desktop gooseneck-type of microphone
Handheld microphone
Handheld microphone for audience Q&A
Podium with mic?
Digital accessibility and speech recognition microphone

IN HOUSE LIGHTING – Adjustable in every room or supplemental lighting required, darker room or light room, dimmers for slide presentation, controls to adjust lighting quickly?

Stage lighting
Speaker spotlight
Audience lighting
Camera lighting
Natural lighting

SOUND SYSTEM – Portable sound system required, or is in-house system sufficient?

How will the speaker hear themselves?
How will the audience hear the speaker?
Surround sound
Stage speakers
Video sound
Sound echo’s
Music vs voice settings
Mic hook ups to sound system
Are you recording the audio?
Smaller room and no speakers or mic required?

STAGE SET UP – how does the speaker walk on/off stage, platform stage, no stage, concert stage? Podium with or without mic? Table? Where will the stage be in front of the audience? Common performance stages:

Platform stages
Center performance stage
Found stages
Proscenium stages
Thrust stages
Arena stages
End stages
Flexible theatres
Theatres in the round
Traditional or ceremonial stages
Outdoor stage and open-air theatres
Hippodromes
Runway stage

ROOM SET UP – How big is the room, how will the speaker see audience members, can the back of the room hear the speaker, how to attendees arrive in their seats, maximize use of space, does the audience need to take notes or work in groups? Common Room Set ups:

Conference Center/Main Room
Theatre
Classroom
Boardroom
U-Shaped
Crescent/Half Moon/Half Round
Banquet
Imperial Ballroom
Reception or Cocktail Room

VIDEO CAMERAS – Set up on different angles, quality of video, captures the speaker, captures the audience? What you should consider:

In-House cameras supplied or need third-party
Quality of Camera Brands
Manned Camera vs stand-alone
Cameras with audio or video feed only
Recording option on camera
How many cameras will you need?
Camera angles for audience
Camera angles for speaker
Camera angles for speaker with audience

ELECTRICAL SUPPLY – Sufficient or additional needed? Fire safety codes met. What you should consider:

120V vs 240V
Hook ups and supply is to safety standards
Stage hook ups
Production hook ups
Cords hidden for audience members
Backup generator
Kill Switch

MIXER BOARD AND CONTROL ROOM – How many, room for multiple producers, two-way radios, controls audio, visual, lighting etc.

What brand is it
Does it have access to video
Does it have access to control audio
Does it have access to control lighting
Can you pre-set it to certain settings before the presentation?
Back up electrical supply
Visual to the room or only visible from video feed

AUDIO VISUAL TECHNICIANS AND PRODUCTION COMPANIES – Who are the main contacts for speaker, av test run set up technician, technician for slides and presentation fluidity, camera, lights, sound, projection? What you should consider:

Is there are third party production company
Will they be recording the event?
Who is the production manager?
Who is the speakers AV contact?
What time and when will the speaker connect with AV team
Is the AV in house or hired as a third party?
What technology do they access to control?
What technology does the speaker need
Is going to be a livestream broadcasted or available for virtual attendees?
Production company responsibilities vs in house

SOFTWARE PLATFORM – Invitation Link for Virtual Events. What you should consider:

Recording the event
Livestreaming the event
Locations of livestream and how they will access the session
What software platform is going to be used to deliver the event? (ZOOM, MS TEAMS, GO TO MEETING)
When to create and send the link to the speaker
How to password protect the link
How to control the participants in a room before admitting them into the session.
Test run of the software with the speaker before the event
Room set up of the speaker
Time of day of the presentation and lighting for the speaker
Microphones with accessibility functions
Virtual test run on the day of the event
Bandwidth and internet speed based on attendees & locations
How to control the distribution and access to the session after the event
Transcription of the slides or the presentation before or after the event
Translation of the recording with subtitles

What is the Speakers Bureau of Canada?

SBC is a speakers’ agency that represents and networks with Canadian speakers and Canadian Clients. We are committed to auditing speakers before we put them forward for an event, so that we can get a personal understanding of their speaker ability and their presentation material.

The Speakers Bureau of Canada researches our clients and your audiences needs before putting any speaker forward for an event. Our comprehensive understanding of the speaking industry, events industry and our clients’ expectations when they are hiring a speaker, allows us to do the legwork for our clients, so that our clients receive a list of speakers’ options that are the right fit for the organization, the event, the audience and the speaker.

Our speakers are diverse, offering keynotes, workshops, seminars, master of ceremonies, panel discussions, training sessions and group facilitation. Every event and organization is different, and we understand that each opportunity for growth requires a different presentation format.

Roger Breault and Gordon Breault created SBC as an outgrowth of the Speakers Bureau of Alberta. We have recruited many new speakers across Canada with the same focus in mind that we had for the Speakers Bureau of Alberta.=

SBA established itself as a main resource for Alberta clients and speakers. We are going to operate both SBA and SBC but we are committed to our expansion across Canada in hopes to offer clients and speakers our services and expertise.

SBC’s services cost clients nothing more than if they were to obtain a speaker directly. This is because we are compensated by our speakers from their portion of the speaker fee. Our speakers are glad to pass the contractual, logistical and marketing work to us, so they can concentrate on performing for you. We have agreements with each one of our speakers that ensures that the speaker fee you pay through the Speakers Bureau of Canada is the same as the speaker fee she/he charges when you contact them directly. Furthermore, we use reduce our commission to help our clients save money when possible.

Why do speakers choose to become a Member of SBC? Because we are focused on Canadian clients and learning outcomes. We also get them speaking engagements that they might otherwise wouldn’t get because of there being so many speakers out there, and clients sometimes have a hard time finding a qualified professional. Because we know them and their material personally, which gives us an advantage when putting them forward for an event. Our speakers trust our commitment and work ethic to match them in front of the right audience, and to do our homework on every organization before putting them forward for an event.

May 24, 2017

By Roger Breault & Gordon Breault

Dr. Patricia Makokis is an expert on Indigenous matters in Canada. She has a Ph.D. in Education from the University of San Diego. Patricia is an Indigenous Cree and proud of it. She lives on the Saddle Lake Reserve in North-East Alberta.

As a graduate in Education at the University of Alberta, she was recently interviewed by the University Alumni Magazine, New Trails, in their spring 2017 Edition featuring the Truth about the Truth and Reconciliation Commission of Canada.

“If we want a better world, we need to think about our role in understanding the colonial history in this country, because when we understand the history, then we can move into that space of becoming an ally to one another.” She goes in to explain how people, Canadians, can align themselves and become part of the solution to the 93 Calls to Action of the Truth and Reconciliation Commission. Some of the Calls to Action pertain to you and to me. Her message pertains both to the Indigenous community and to all Canadians wherever they live. .

Read more about what Dr. Makokis has to say about “The Truth” in the feature interview of Dr. Makokis in the New Trails Magazine.

Dr. Patricia Makokis is an honored Member of the Speakers Bureau of Canada . She is demand as a speaker across Canada because of her frankness, her superior knowledge of Indigenous culture, traditions, history and spirituality. She also understands to white perspective. She does not waste time pointing fingers at anyone for the mistakes of the past; rather she points to a future that endears audience members to the idea that self-respect is also respect for one-another.

Prepared by Roger R. Breault. MCS

June, 2017