Communication Channels
Event Services
events@speakerscanada.com
1-403-369-6698 (WhatsApp)
Event Inquiries
- Inquiry/leads for events channel
- Organizers/speakers sends
- Event Services Team receives
- Distributes to agents, creates lead
Client Services
clientservices@speakerscanada.com
Speaker Payment- Escalation payment channel
- Booking agent is main contact
- Used for delays, conflicts, solutions
- Notifies agent and accountant
Profile Updates
profiles@speakerscanada.com
Profile Updates- Content/record update channel
- Profile, contact, A/V changes
- Speaker sends, PU team receives
- Edits, approvals, and rewrites
Representation
Primary channel to manage speaker introductions, referrals, Speaker Applications, campaigns to Join Roster, and ongoing roster development and recruitment.
Email: representation@speakerscanada.comMarketing
Channel for company and speaker Marketing campaigns, including requests, list sharing, outreach, promotions, partnerships, collaboration, submissions, and initiatives.
Email: marketing@speakerscanada.comSocial Media
Primary channel for speaker Social Media campaigns, including notifications, requests, submissions, collaboration, content design, approvals and promotional support.
Email: socialmedia@speakerscanada.com
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Channel Routing
- Routing: Department owns request, action, decision, outcome
- Context: Background, prior decisions, files, history connected
- Updates: Material changes added within active request promptly
- Visibility: Relevant bureau contacts included across shared work
- Subject: Clear request, context, actions, urgency, priority, solutions
- Escalation: Change channel when timing, risk, response demands
- Access: Shared channels used when multiple teams are involved
- Closure: Final action, completion, remaining follow up confirmed
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Agent & Team Roles
- Assigned Agent: Manage relationship, strategy, profile matters
- Booking Agent: Manage coordination, confirmation, and payment
- Client Services: Manage agreements, logistics, and event support
- Profile Team: Manage profile updates, reviews, and publishing
- Marketing Team: Manage campaigns, outreach, assets, promotion
- Social Media: Manage content, collaboration, approvals, support
- Managers: Manage escalations, concerns, exceptions, decisions
- Leadership: Manage policy, risk, strategy, major relationships
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Channel Routing
- Routing: Use department that owns request, action, decision
- Context: Include enough background for the team to act quickly
- Changes: Report material updates before they affect active work
- Visibility: Keep relevant bureau contacts included when needed
- Escalation: Change channel when timing, risk, or response demand
- Ownership: Follow the department responsible for final action
- Subject: Use clear subjects that identify request and priority
- History: Keep prior decisions, files, and full context connected
- Updates: Add new information within the existing active request
- Access: Use shared channels where more than one team is involved
- Closure: Confirm final action, completion, or remaining follow-up
Event Coordination
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Send all inquiries to event coordinating dispatch: events@speakerscanada.com
To learn more about inquiries, please visit: www.speakerscanada.com/roster/inquiries/
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Inquiry Introduction
- Agent: Call SBC assigned agent, provide notice of inquiry
- Carbon Copy: Cc dispatch email and assigned agent
- Partner: Introduce us as partner, who assists with coordination
- Event: Organization, website, date, location, format, topic, audience
- Contact: Organizer(s) name, phone, email, context
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Pause & Limitations
- Fees: Refrain from providing fees until agent involvement
- Availability: Soft mention of potential confirmation/conflict
- Overlap: Discover if client already in touch with SBC
- Promises: Refrain from commitments or confirmations
- Discovery: Allow SBC agent to collect details and logistics
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Event Coordination
- Channel: WhatsApp group, agent(s) direct
- Response Time: Reply within 24 hrs of receipt
- Client Contact: Include SBC in all communications
- Scheduling: Availability, holds, client calls, bookings
- Logistics: Provide/confirm details to finalize quotes
- Contracts: Digital copy through email, sign by deadline
- Travel: Itinerary, booking codes, costs, changes
- Client Calls: Connected through email with organizers
- Production: Send slides, A/V, platform, venue needs
- Payment: Invoices, purchase orders, collection, distribution
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Disruptions, Disputes & Follow Up
- Triggers: Report delays, risks, concerns, cancellations asap
- Priority: Contact SBC before the organizer
- Details: Provide facts, dates, location, impact, resolutions
- Updates: Stay available, report changes until resolved
- Travel: Report delays, cancellations, missed travel, new arrival
- Cancellation: Call, send written notice, explain reason, options
- Disputes: Send messages, evidence, contacts, requested outcome
- Escalation: Contact agent, manager, leadership as directed
- Decisions: Confirm actions, approvals, next steps in writing
- Closure: Confirm resolution, remaining actions, final status
Profile & Positioning
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Send all updates to profile updates team: profiles@speakerscanada.com
To learn more about profile updates, please visit: www.speakerscanada.com/roster/profile-updates/
To learn more about profile standards and positioning, please visit: www.speakerscanada.com/roster/profile-categories/
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Position Strategy
- Direction: Career focus, market direction, growth priorities
- Audience: Target roles, sectors, needs, interests
- Markets: Priority industries, regions, event types
- Topics: New, revised, retired speaking topics
- Programs: Keynotes, workshops, panels, virtual sessions
- Position: Expertise, value, relevance, market fit
- Opportunities: Launches, media, partnerships, major projects
- Changes: Roles, credentials, public issues, career changes
- Agent Reviews: Virtual meetings twice yearly for strategy, position, priorities
- Team Review: Annual meeting for profile, direction, next-year plans
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Profile Strategy
- Message: Position, audience, booking goals, direction
- Bio: Roles, experience, proof, credibility
- Topics: Titles, summaries, outcomes, formats
- Media: Videos, images, podcasts, articles
- Proof: Testimonials, clients, awards, results
- Offers: Books, programs, products, value adds
- Priority: Main topics, assets, profile order
- Guidance: Advice, edits, options, next steps
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Profile Update Channels
- Portal: Exclusive speakers use the portal for updates
- Forms: All speakers use forms for profile updates
- Profile Team: Reviews, edits, approves, declines updates
- Email: Send files, links, cloud access to profiles@speakerscanada.com
- WhatsApp: Questions, notices, status, not submissions
- Package: Submit related updates in one complete package
- Instructions: State add, edit, remove, replace, reorder
- Timing: Allow 1–3 weeks for review, changes, publishing
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Review & Approval
- Review: Check accuracy, alignment, submit one email
- Corrections: Send clear edits, notes, replacement copy
- Additions: Confirm new content, assets, profile placement
- Removals: Identify expired, outdated, incorrect content
- Replacements: Name the current item, replacement item
- Order: Confirm profile sequence, priority, featured content
- Approval: Approve final copy, files, assets before publishing
- Status: Track submitted, pending, approved, live changes
- Publishing: Confirm completed updates, links, profile display
- Confirmation: Review the live profile, report remaining errors
Relationship & Representation
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Send
To links to represntation
partnershps, collaboratio
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Relationship Meetings & Calls
- Telephone: Call for strategy, concerns, decisions, support
- Connection: Keep in touch, check in, build relationships
- Virtual: Attend for alignment, positioning, strategy, updates
- Interviews: Complete profile, event, roster interviews
- Quarterly: Meet with your agent for activity, strategy, support
- Annual: Meet with the SBC team for direction, performance, plans
- Preparation: Bring questions, updates, files, decisions
- Attendance: Confirm timing, arrive prepared, report conflicts
- Actions: Complete assigned tasks, decisions, deadlines
- Follow-Up: Share progress, report delays, confirm completion
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Agent Assignment
- Assignment: Assigned agent, main contact
- Booking: Inquiries, bookings, contracts, payment
- Relationship: Representation, profile, career, strategy
- Contact: Regular check-ins, timely replies
- Managers: Escalation, concerns, decisions, support
- Leadership: Standards, risk, major changes, direction
- Coverage: Backup contact, agent absence
- Changes: Reassignment, introductions, open matters, handoff
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Agent Communication
- Channels: WhatsApp, email, phone, virtual meetings
- Routing: Profile updates, Profile Team only
- Focus: Bookings, questions, notices, event matters
- Questions: Context, timing, details, decision
- Strategy: Markets, topics, projects, opportunities
- Approvals: Rates, terms, commitments, changes
- Concerns: Facts, impact, urgency, support
- Follow-Up: Decisions, deadlines, actions, completion
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Speaker + Agency Relationships
- Contact: Bureau, agency, marketplace outreach
- Meeting: Arrange a virtual meeting for serious interest
- Pause: Discuss fit before rates, terms, commitments
- Priority: Booking, exclusivity, ethics, roster
- Coordination: Connect agency contacts with SBC early
- Overlap: Shared clients, events, holds, outreach
- Terms: Contracts, rates, splits, scope
- Commitments: No promises, approvals, signatures
- Changes: New, paused, ended relationships
- Resolution: Concerns, conflicts, roles, next steps
Promotion & Marketing Campaigns
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links to collaboration,
marketing
social media
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Speaker Promotion & Investment
- Relevance: Stay visible/active with clients, audiences, agents
- Consistency: Maintain momentum/engagement with followers
- Investment: Commit time, budget, tools, design, support agents
- Platforms: Use website, email, audiences, social media, podcasts
- Event Promo: Promote the journey before, during, after events
- List Building: Grow clients, partners, media, referrals
- Attendees: Engage organizers, sponsors, attendees, networks
- LinkedIn: Prioritize posts, articles, comments, direct outreach
- Quality: Maintain useful insights/value based on trends, expertise
- Tracking: Monitor reach, clicks, replies, inquiries
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Speaker Promotion & Campaigns
- Planning: Set campaign goals, audience, timing, budget
- Content: Create videos, articles, posts, insights
- Website: Maintain topics, proof, links, booking paths
- Outreach: Contact clients, partners, media, referrals
- Network: Activate attendees, hosts, sponsors, peers
- Events: Promote before, during, after engagements
- Partners: Request sharing, introductions, joint promotion
- Coordination: Send plans, assets, contacts, timing to SBC
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SBC-Promotion & Campaigns
- Website: Speaker profiles, topic pages, location pages, features
- Advancement: Search reach, indexing, backlinks, discovery
- Email: Single-speaker, multi-speaker, sector, regional
- Socials: Funnels, features, launches, event promotion
- Awareness Campaigns: Dates, causes, trends, timely topics
- Outreach: Clients, agencies, associations, partners
- Network: Contact lists, repeat clients, referrals, buyers
- Support: Strategy, design, automation, campaign coordination
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Assets, Systems & Results
- Assets: Videos, images, copy, links
- Rights: Consent, credits, access, usage
- Hooks: Headlines, openings, offers, calls to action
- Targeting: Audiences, sectors, regions, buyer groups
- Content: Topics, formats, use cases, campaign fit
- CRM: Contacts, sources, activity, status
- Tracking: Sent, viewed, clicked, responded
- Follow-Up: Timing, sequences, reminders, next steps
- Funnels: Pages, forms, routing, automation
- Results: Reach, inquiries, meetings, bookings
Help & Support
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Links to main resource to find journeys
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Help & Support Channels
- Help Desk: Questions, answers, support, contact channels
- Website: Guides, standards, steps, common solutions
- Q&A: Policies, processes, timelines, speaker questions
- Resources: Forms, templates, examples, checklists
- Event Help: Inquiries, bookings, travel, event needs
- Profile Help: Updates, submissions, website issues
- Marketing: Campaigns, assets, outreach, coordination
- Suggestions: Ideas, improvements, tools, resource requests
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When to Get in Touch
- Questions: Process, standards, roles, next steps
- Clarity: Missing details, updates, process, standards
- Changes: Availability, rates, events, profiles, relationships
- Deadlines: Bookings, contracts, travel, submissions
- Errors: Website, portal, forms, files, links
- Support: Advice, review, approval, coordination
- Concerns: Clients, agencies, payments, communication
- Follow-Up: No response, pending action, unresolved request
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Escalation & Urgent Support
- Escalate: Live events, safety, travel, client risk
- Priority: Contact SBC before the organizer
- Immediate: Call the WhatsApp group, assigned agent
- No Response: Change channel, use backup contact
- After Hours: Emergency number, main line, direct calls
- Management: Contact manager for unresolved concerns
- Leadership: Major risks, relationship issues, policy decisions
- Updates: Stay available, report changes until resolved
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How to Get In Touch
- Events: events@speakerscanada.com
- Payments: client-services@speakerscanada.com
- Profile Updates: profiles@speakerscanada.com
- Representation: representation@speakerscanada.com
- Marketing: marketing@speakerscanada.com
- WhatsApp Group: Bookings, events, shared coordination
- WhatsApp, Calls & Text Direct: Complex, urgent, sensitive
- Email: Detailed requests, files, submissions, records
