Speaker Media Kit & Booking Info

Speaker Media Kit and Booking Information supports confirmed events, client proposals, organizer planning, event coordination and production preparation. SBC maintains approved speaker details so clients, organizers, production teams and internal staff have accurate information when preparing for an event. The Speaker Media Kit is provided to organizers once a speaker is booked and may include approved biography content, headshots, topic descriptions, speaker introduction, travel preferences, dietary requirements, contact information, emergency contact details and A/V requirements. Travel and A/V details are confirmed for each event, while profile based items update the media kit when approved changes are completed by SBC

Speaker Media Kit Items Event Production & Speaker Delivery A/V Requirements Travel & Hospitality

Speaker Media Kit Items

Profile & Promotional Assets
- Headshot: Submit primary approved image
- Backup: Submit secondary approved image
- Highlight Bio: Confirm current short profile copy
- Short Bio: Confirm current event biography
- Topics: Confirm approved keynote descriptions
- Introduction: Submit third-person event introduction
- Profile: Update positioning, credentials, proof
- Media: Submit approved video, audio, interviews
- Branding: Submit logos, colours, usage files
- Alignment: Match all assets to SBC profile

Event & Production Requirements
- A/V: Provide microphone, screen, sound, lighting needs
- Presentation: Confirm file type, device, clicker, playback
- Stage: Provide setup, entrance, movement needs
- Room: Confirm seating, sightlines, temperature, accessibility
- Rehearsal: Confirm sound check, equipment test, timing
- Contacts: Obtain organizer, producer, A/V contacts
- Hospitality: Provide green room, water, meal needs
- Schedule: Confirm arrival, setup, session, commitments
Travel, Hospitality & Contacts
- Travel: Provide flight, rail, drive preferences
- Hotel: Provide location, room, internet requirements
- Timing: Confirm arrival, departure, itinerary limits
- Diet: Submit allergies, restrictions, meal preferences
- Speaker Contact: Confirm phone, email, day-of method
- Emergency Contact: Submit name, phone, instructions
- Restrictions: Record blackout dates, regions, travel limits
- Privacy: Limit access to contact, diet, travel information

Fees, Value Adds & Updates
- Fees: Submit base, half-day, full-day, virtual, rates
- Travel Fees: Define local, regional, far, international fees
- Conditions: Record minimums, exclusions, negotiation limits
- Value Adds: List included Q&A, books, social posts
- Add-Ons: List workshops, networking, follow-up sessions
- Availability: Define included, optional, limited services
- Updates: Review fees, assets, requirements annually
- Event Changes: Submit venue, format, audience changes
- Approval: Obtain SBC approval before organizer use
- Readiness: Keep booking information current, complete

Event Production & Speaker Delivery

Audio & Microphones
- Primary: Select preferred microphone
- Backup: Select backup microphone
- Audience: Confirm microphones for Q&A
- Sound: Provide playback requirements
- Movement: Confirm stage movement needs
- Batteries: Require fresh batteries, backup power
- Interference: Request wireless testing
- Playback: Identify music, video, embedded audio
- Monitoring: Confirm technician coverage
- Backup Plan: Confirm spare microphone

Presentation & Playback
- Format: Submit PowerPoint, Keynote, or PDF
- Device: Confirm speaker or venue computer
- System: Confirm Windows, Mac, or browser
- Connections: List HDMI, USB-C, adapter needs
- Screen: Confirm size, ratio, placement
- Clicker: Confirm remote, range, backup
- Media: Identify video, audio, internet needs
- Backup: Provide cloud, USB, secondary copy
Stage & Room Setup
- Stage: Confirm size, height, access
- Entrance: Confirm entry, exit, handoff
- Introduction: Submit host copy, pronunciation, timing
- Screen: Confirm placement, sightlines, monitor
- Lighting: Confirm speaker, stage, audience lighting
- Seating: Confirm room layout
- Furniture: Request podium, stool, table
- Movement: Identify cables, barriers, restricted areas

Testing, Support & Backup
- Contact: Obtain A/V lead name, phone, location
- Arrival: Confirm setup, rehearsal, sound-check time
- Testing: Test microphone, clicker, slides, media
- Timing: Confirm session clock, cues, transitions
- Files: Submit primary deck, backup deck
- Equipment: Confirm adapters, cables, chargers
- Internet: Confirm access, login, offline option
- Support: Confirm technician before, during, after
- Failure Plan: Confirm audio, video, screen backups
- Approval: Approve final setup before delivery

A/V Requirements

Arrival & Access
- Arrival: Confirm venue arrival time
- Access: Confirm entrance, parking, loading
- Check-In: Confirm contact, meeting point
- Credentials: Obtain passes, badges, access
- Green Room: Confirm location, privacy, setup
- Schedule: Review arrival, rehearsal, session timing
- Escort: Confirm venue guide
- Materials: Confirm books, handouts, products
- Security: Confirm restricted areas, protocols
- Readiness: Resolve issues before stage time

Introduction & Stage Entrance
- Host: Confirm name, role, contact
- Speaker Name: Pronunciation, title
- Introduction: Review final copy, pronunciation
- Video/Music: Walk-on, walk-off cue
- Entrance: Stage entry, walk-on point
- Handoff: Host-to-speaker transition
- Video/Music: Walk-on, walk-off cue
- Exit: Stage exit, next location
Rehearsal & Readiness
- Rehearsal: Time, location, backups
- Microphone: Primary, backup, placement
- Slides: Deck, clicker, screen
- Media: Video, audio, internet
- Lighting: Speaker, stage, audience
- Stage: Movement, furniture, barriers
- Timing: Clock, warnings, end cue
- Audience: Room size, seating, microphones

Session & Follow-Through
- Format: Keynote, workshop, panel, Q&A
- Timing: Start, end, transitions
- Audience: Profile, size, participation
- Interaction: Questions, activities, volunteers
- Capture: Photography, video, audio
- Commitments: Books, media, networking
- Changes: Agenda, attendance, room
- Exit: Stage departure, escort
- Debrief: Client feedback, issues

Travel & Hospitality

Transportation
- Route: Flight, rail, drive
- Departure & Arrival: City, airport, station, date, time
- Booking: SBC, travel agent, speaker
- Class: Economy, or other seat class
- Connections: Layover, transfer, buffer
- Ground Travel: Airport, hotel, venue
- Documents: Passport, visa, booking codes
- Restrictions: Blackout dates, travel limits
- Backup: Weather, delay, cancellation, alternate route

Hotel & Accommodation
- Booking: Host, SBC, travel agent, speaker
- Hotel: Property, address, confirmation
- Location: Venue access, travel time
- Room: Bed, floor, accessibility
- Check-In/Check-out: Dates, times, early/late
- Internet: Wifi, direct, room, business centre
- Privacy: Attendee separation, room security
- Discounts: Tax free, group, bookings
- Room Service: Speaker’s responsibility
Meals & Hospitality
- Diet: Allergies, restrictions, preferences
- Meals: Breakfast, lunch, dinner
- Green Room: Water, snacks, meals
- Timing: Meals around rehearsal, session
- Per Diem: Amount, coverage, payment
- Hospitality: Host dinner, reception, networking
- Guest: Companion, assistant, team needs
- Restrictions: Food handling, alcohol, privacy

Contacts, Itinerary & Changes
- Itinerary: Travel, hotel, venue, session
- Organizer: Name, phone, email
- Travel Contact: Agent, airline, rail, driver
- Hotel Contact: Front desk, group coordinator
- Day-Of Contact: Primary event contact
- Emergency Contact: Name, phone, instructions
- Confirmations: Flights, hotel, transfers, venue
- Changes: Delays, cancellations, schedule shifts
- Communication; Update organizer, SBC agents
- Privacy: Contact, travel, diet information