Know-How for Booking Speakers Properly
Know-How for Booking Speakers Properly
Hello, this is Chris & Partners.😊 We're already racing toward the end of November. As year-end nears, all sorts of events take place, and you can see speakers from various fields, at home and abroad, taking part to share useful information. Today, we want to explore inviting speakers to just the right place at the right time and the points to watch when booking speakers.
Speaker booking—harder than you'd think
Booking a speaker with the ability to introduce the event's value and meaning persuasively is a very important process in holding an event. That's because which speaker comes can determine the event's draw and success. Even if you've found a speaker suited to the event being held, inviting them isn't easy without the right strategy and communication. It's important to know many candidate speakers, and you need the diverse networking built up through many events for the speaker-booking process to go more smoothly, right? So, to book a speaker, you need the help of a specialist firm or intermediary with a broad, usable network.
Things to check online/offline when booking a speaker
Through the pandemic, you can encounter hybrid-format conferences a lot. Accordingly, there are processes you must go through online/offline when booking speakers. You must manage various parts depending on the event format and the speaker's mode of participation. If a speaker takes part online, you must focus on smooth proceedings; if they take part offline, you must pay even more attention to protocol. Let's take a quick, simple look, for example. 📍Online One of the most important things you can do to raise the chance a speaker attends a conference is to request the booking in advance, considering the speaker's schedule. Most speakers have busy schedules, and certain speakers' calendars fill up even faster. If you want to invite speakers, you must begin the request with a systematic event plan and ample lead time. Especially if you plan to invite overseas speakers, more communication will be needed. Make the most of online media like Zoom and email to discuss schedule, cost, and the event's direction thoroughly, adjusting through several meetings. It's also important to prevent mistakes or accidents on the day through thorough rehearsals with speakers for smooth live broadcasting. 📍Offline When inviting a speaker to a conference, as needed, the host organization typically prepares the speaker's accommodation and transportation. It's good to discuss schedule-related matters with the speaker and reserve and prepare hotel, flights, and transportation in advance, taking care not to disrupt the schedule. In particular, when inviting an overseas speaker, plan the protocol schedule in advance considering the speaker's post-departure schedule, and book interpreters and security personnel as needed. For smooth contracting with the speaker, the inviting organization must prepare the speaker-booking and protocol parts by holding sufficient meetings and confirming the budget in advance.
It'd be even better to handle these parts meticulously, right?
As situations arise where events must be held amid the COVID situation, a new item to pay attention to—more than before—has emerged. That's quarantine management of the venue. When holding a capacity-limited offline event or a hybrid event, you must run it in compliance with quarantine guidelines. When you've invited a speaker, if you thoroughly handle temperature checks and entry-log entries on arrival, plus quarantine of the speaker waiting room and the event's key areas, both host and speaker can run the event in a stable environment, right? Commissioning a professional quarantine firm at the venue is one good method.
Chris & Partners' speaker-booking ability, which shone bright
Metacon 2021
Metacon 2021, in step with the contactless era set to develop on many fronts due to the COVID-19 pandemic, invited industry pioneers under the theme of the ‘Metaverse,’ which has no constraints of time and space, and created a forum of opportunity providing insight into the metaverse industry's trends and outlook. Metacon 2021 speaker lineup: Ka Jong-hyun, VP of YG Entertainment; Kim Min-gu, head of LG U+'s Service Incubation Lab; Ryu Jung-hye, VP of Kakao Entertainment's Strategic Marketing Group; Sébastien Borget, co-founder and COO of The Sandbox; Leslie Shannon, head of trend scouting at Nokia—the industry's best speakers. Today we covered the topic of speaker booking. Were you able to understand the speaker-booking processes? For a professional event, to invite speakers with humanistic insight into the event's theme requires meticulous, systematic details—as you could see. Referring to the processes we shared today, we hope you achieve successful bookings and relationships, and that the level of the event industry rises further.🙏
Are you planning a hybrid event running online and offline in parallel due to COVID-19? Chris & Partners—partner with us! As a proven PCO that responds flexibly and aptly to clients' needs, we provide tailored services to deliver the best results from the planning stage to the finish—program and content planning, consulting, speaker booking, follow-up, and more.
Chris & Partners provides a solution that, while meeting clients' needs—budget, target, purpose—and delivering value-centered knowledge content, books and manages capable speakers at home and abroad. Our overseas-speaker managers have realized business-event goals by managing speakers through smooth communication from booking to the event's end.