Working With Vip And Celebrity Speakers
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Working with VIP and Celebrity Speakers
Overview
Collaborating with politicians, VIPs, and celebrity speakers can be a rewarding yet intricate process. Here's a guide to ensure a smooth experience, covering everything from logistics to event involvement.
Key Considerations
Travel Companions
When booking a celebrity or VIP speaker, they might bring a spouse, companion, or aide. It’s crucial to have a clear written agreement about lodging and food reimbursements to avoid misunderstandings.
Coordinating Schedules
Booking a speaker well in advance can allow them to arrange nearby engagements, potentially sharing travel expenses. This can lead to significant savings.
Social Event Participation
If you want the speaker to attend social events, inform them well beforehand. While many are willing, some prefer not to participate, and others might charge extra. Clear communication is key.
Promotional Materials
Obtain the speaker's photo and biography for your programs, brochures, or newsletters. Also, send them comprehensive information about your organization?"newsletters, annual reports, and meeting bulletins. Some speakers might request to review any related material before it’s published.
Merchandise and Recordings
If a speaker has books or other materials, establish upfront agreements on how they’ll be promoted. Mention these products after their presentation to enhance attendee value. If you plan to record the event, secure authorization in advance.
Essential Preparations
1. Review contracts for accommodation needs.
2. Arrange for refreshments, snacks, and meals.
3. Plan transportation ?" consider options like limousines or private planes.
4. Set up welcoming and hospitality measures.
5. Provide the speaker with reference materials well before the event.
6. Request an outline of their speech.
7. Establish deadlines for submission of biography, headshot, and introduction.
8. Coordinate arrangements for any additional guests.
9. Understand the speaker’s preferences?"such as leisure activities or event participation.
10. Send thank you letters post-event.
11. Consider gifting?"either during, after, or by delivering to their room.
12. Allocate time for audience questions following the presentation.
Choosing the Right Speaker
Never select a speaker based solely on their celebrity status. A high-profile journalist or bestselling author may not possess the platform skills needed for an engaging keynote. Always request a promotional video or references from past engagements.
If you're uncertain a celebrity can captivate your audience, consider alternative formats like interviews, meet and greets, or Q&A sessions. These can effectively supplement or replace standard presentations.
By planning meticulously and setting clear expectations, working with VIP and celebrity speakers can significantly enhance your event and leave a lasting impact on your audience.
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