Speakers Bureau of Canada Communications

Speakers Bureau of Canada operates through structured communication systems and protocols to coordinate with speakers and organizers. Each function uses defined channels to track inquiries, bookings, updates, and relationships across organizers, organizations, and speakers. Our team is notified through these systems, including when speakers are contacted or booked directly. This page outlines our communications integrated across each function to ensure accuracy, coordination, and continuity. All communication is managed through these systems to maintain consistency, protect relationships, and ensure efficient coordination across all parties.

Communication Channels Assigned Agent Representative Communication Methods WhatsApp Event Coordinator File Assignment Communications Protocol Response and Communication Timelines Fee & Travel Communications

Communication Channels

Profile Updates
profiles@speakerscanada.com
Speaker Applications & Referrals
representation@speakerscanada.com
Event Inquiry Referrals
events@speakerscanada.com
Social Media Requests
socialmedia@speakerscanada.com

After Event Media Submission
www.speakerscanada.com/event-media

Assigned Agent Representative

Each speaker is assigned a representative as their agent, who serves as the primary point of contact for the speaker for all matters outside of an event or booking
Event coordinators manage speaker alignment, booking activity, agreements, payments, logistics, and coordination across all engagements
All communication, updates, and decisions are managed through the assigned event coordinator from initial inquiry through completion

Speakers meet with their assigned event coordinator to align on bookings, content, agreements, and event logistics
Speakers must respond within twenty four to forty eight hours on all event requests and profile matters
Speakers must attend all scheduled meetings, arrive on time, and follow confirmed logistics and coordination procedures
All meetings are scheduled through the assigned event coordinator

Quarterly meetings are recommended with our assigned agent to review activity, fees, feedback, and performance
An annual meeting with team is held in November and December to review profile positioning and set direction for upcoming year

Communication Methods

Used for availability checks, confirmations, updates, travel disruptions, feedback, reminders, questions, instructions, and help desk support

Email

Used for detailed communication, forms, large content, agreements, invoicing, documentation, speaker onboarding, speaker updates, and organizer connection emails

Phone

Used for strategy calls, complex planning, disruptions, and decisions

Text

Reserved for notifications and emergency situations

Virtual Meetings

Used for scheduled interviews, team meetings, strategy planning, alignment, and review materials

WhatsApp is the primary communication tool for all speaker coordination for quick conversations and confirmations
It enables us to keep our emails focused on conversations with organizers and coordinate with speakers on the second channel
We have heard great feedback from our speakers since the platform is accessed in real time and used in a variety of situations and locations
The platform permits phone calls, video calls and is password protected with encryption and daily backups
We have also used it with great success when last minute disruptions for travel or scheduling conflicts arise
A group chat is created with each speaker and the team to support centralized communications
With our team in each chat, it is the quickest way for us to get back to you, provide updates or address time sensitive matters
We also have integrated WhatsApp with our CRM system so you can check on the status of any event we send you alongside a help desk for any other questions you may have

Please download WhatsApp for your primary number or WhatsApp business if adding a second phone number. Once set up is complete, please notify us by emailing your WhatsApp phone number and we will create a group chat with our team. Please send the notification email to: events@speakerscanada.com

Event Coordinator File Assignment

Each inquiry is assigned to an event coordinator to ensure quick response, continuity and accountability
All communication is managed through an integrated system that tracks inquiries, bookings, updates, and relationships
The assigned coordinator manages communication, coordination, and execution from start to finish

Communications Protocol

Speakers must follow Speakers Bureau of Canada inquiry and lead standards as outlined in Speaker Inquiries: Speaker Responsibilities and Bureau Standards
All communications related to organizers or agencies inquiring about an engagement that we have contacted you for must include the assigned event coordinator
Direct communication with organizers is not permitted unless approved Speakers must prioritize all communication and requests related to an event
We ask that speakers refrain to communicate or confirm fees, availability, logistics, or services directly with organizers without informing our agent beforehand

If another agency contacts you regarding the same event or a separate event, please inform the event coordinator so involvement, provide background and context, so and next steps can be reviewed and coordinated
If another agency contacts you regarding representation or membership, please inform your assigned agent so the relationship can be reviewed and aligned with your current engagement with Speakers Bureau of Canada

Response and Communication Timelines

We request speakers to prioritize our requests related to event opportunities with timely responses
We aim for speakers to respond to all bureau communication within four (4) hours of receipt
We aim to respond to organizers within twenty-four (24) to forty-eight (48) hours
If communication is not established within twenty-four (24) hours, telephone and text communication must be used until contact is made

Our team relies on efficient and centralized communication to coordinate and act quickly
All updates, changes, and confirmations related to your speaking, fees, relationships, profile, and booked events must be communicated to our team
Centralized communication ensures accuracy, consistency, continuity and alignment across all parties at all times

Fee & Travel Communications

Speaker fees are to remain consistent whether booked through the bureau, directly or with another agency
Fee discussions, logistics, and additional services are coordinated through the event coordinator with the organizer to maintain optimal positioning
For optimal positioning and alignment, all fee discussions are directed to the event coordinator to manage alignment, negotiation, and any required adjustments on your behalf
Incurred travel expenses and itemized receipts are submitted to the event coordinator as received or upon request

All travel confirmations, booking codes, names, and details must be forwarded to the event coordinator if booked outside the bureau’s designated travel agent
All travel updates and changes must be communicated immediately