The world you are talking about is full of forms and contracts: the two most important are the contract that will be sent to the planner of the meeting that you have agreed to hire and the preprogram questionnaire that will be sent to the planner before the event.
Your credibility is in line with each of these documents: they must be highly professional.
Here is a sample reservation contract:
Corporation) has agreed to hire ________________ (Ms. Ponent)
to speak at the convention held on ______________ (time)
_____________________________ (location) at
Deposit and cancellation policy:
o An advanced retainer of 50% is required with the return of the agreement signed
or In case of cancellation of the program, Ms. Speaker will rewrite the program
or a mutually convenient date without penalty. Due to the possible loss of revenue by the speaker, the cancellation of this date less than 30 days before the event amounts to a fine of the non-refundable deposit.
Travel and accommodation:
or All rates are mentioned, plus travel expenses. Ms. Speaker will charge a full bus and the costs will be billed after the program has finished. The air fare is always prorated when the itinerary involves several clients.
or Loudspeaker hosting, meals and ground transportation will be billed directly to your organization.
or Keep in mind that the materials of the speaker, written, oral or visual, have author rights and can not be used or reproduced without the written consent of the speaker.
or The brochures of the participants are billed separately.
or No recording, audio or visual can be done without it
prior written permission of the speaker.
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or The speaker reserves the right to make books available
and materials A / V for sale or vision to participants with the approval of the client.
Although it is usual practice for the client to cover the cost of accommodation and accommodation, some speakers charge a flat rate to cover the expenses that travel is involved. Less paperwork is that the client can work with the budget before hour.
I recommend having a flat rate policy, which means that the payment of the costs will include the final verification that you receive your day by talking.
Another of the advantages of having a flat rate policy means that there is no
unpleasant surprises for the customer long after they finish the event and they receive
a huge bill for expenses.
However, you decide to handle the expenses, it is important that customers know about it and be consistent with each client.
Once contracted, you should send a prior questionnaire to the client that will help you customize your voice to the needs of this particular group.
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This questionnaire should cover things like confirming the time, date and location of your speech, Program Agenda, if there are other speakers before or after your speech, Conference topic, number of scheduled attendants and any Other information that will help you to do a better job in the scenario.
Professional contracts will make your work much easier and it will make you look very professional, which, of course, you are!