Choosing a speakers bureau is one of the first decisions you’ll make when booking a keynote speaker. While much of the attention goes to selecting the speaker, the bureau you choose can have a big impact on your planning experience.
Most speakers bureaus offer similar services, but the way they work with clients can vary. Asking a few thoughtful questions early on can give you a better sense of how they make recommendations, what it’s like to work with them, and whether they’re the right fit for your team.
Here are seven questions worth asking before you move forward.
1. How Do You Decide Which Speakers to Recommend?
The way a speakers bureau answers this question can tell you a lot about how they work.
Before recommending speakers, they should be interested in learning about your event, your audience, and what you’re hoping to accomplish. Expect questions like:
- Who will be in the audience?
- What are your goals for the keynote?
- What’s your budget?
- Are there any speakers you’re already considering?
- What speakers have you worked with before that have been successful?
Once they understand your event, ask why they’re recommending each speaker. The answer should go beyond a bio or list of accomplishments. They should be able to explain why the speaker is a good fit for your audience and why they stand out from other options.
It’s also worth asking what the bureau knows from working with the speaker firsthand. Do they have an established relationship? How often do they see them present? Has someone on their team seen the speaker recently? A bureau that works with speakers regularly should be able to share insights you won’t find online, from how they collaborate with clients and customize presentations to how audiences have responded at recent events.
2. Do You Recommend Both Exclusive and Non-Exclusive Speakers?
As you start reviewing recommendations, it’s worth understanding how a speakers bureau works with its speakers.
Some speakers choose to work exclusively with one speakers bureau, while others are available through multiple bureaus. Ask whether the bureau recommends both exclusive and non-exclusive speakers, or primarily works from its own exclusive roster.
The conversation should help you understand how the bureau builds its recommendations. You should feel confident they’ve explored the strongest options for your event and aren’t limiting their recommendations to only one group of speakers.
3. What’s Included in Your Services?
Choosing a speaker is only one part of the process. Ask what role the bureau plays after the booking is confirmed and who will be your primary point of contact throughout the planning.
Depending on the bureau, services may include:
- Contract negotiation
- Travel coordination
- Briefing calls with the speaker
- Communication with the speaker’s office
- Presentation and audiovisual logistics
- Timeline management
- Event-day support, when needed
It’s also helpful to understand who the bureau is coordinating with behind the scenes. Depending on the event, they may be working with your team, the speaker’s office, executive assistants, producers, venue staff, audiovisual teams, and travel coordinators to keep everyone aligned.
4. What Costs Should I Budget for Beyond the Speaker’s Fee?
As you’re comparing speakers, it’s important to consider the total investment, not just the speaking fee.
Ask whether there are additional expenses to include in your budget. Depending on the speaker and the engagement, those may include:
- Airfare
- Hotel accommodations
- Ground transportation
- Books for attendees, if applicable
- Recording or streaming rights
- Additional sessions or workshops
- International travel, if applicable
It’s also worth asking what’s included in the speaker’s fee, what will be billed separately, and whether any costs could change during the process.
5. When Do We Need to Make a Decision to Secure Availability?
The booking timeline can vary depending on the speaker and the event. Ask what the timeline looks like, whether a date can be held, and when you’ll likely need to confirm your speaker.
Popular speakers often receive multiple inquiries for the same dates, so availability can change over time. At the same time, many organizations need time for budget approvals, procurement, or internal discussions before they’re ready to move forward.
The bureau should be able to explain the timeline, communicate any important deadlines, and let you know if there’s flexibility in the process.
6. What Happens If the Speaker Cancels or Can’t Make It?
Even with the best planning, things don’t always go as expected. Illness, weather, travel delays, and other unforeseen circumstances can affect an event, so it’s worth asking how the bureau would handle a situation if your speaker couldn’t attend.
The team should be able to walk you through the contingency plans they have in place and explain what support you can expect. Will they help identify a replacement speaker? Who will be your primary point of contact? If something comes up outside of normal business hours, will someone be available to help? Those answers can tell you a lot about what it’s like to work with that bureau when the unexpected happens.
Even if you never need to rely on those contingency plans, it’s important to know you’ll have an experienced team ready to help if plans change.
7. What Happens After I Sign the Contract?
After you’ve signed the contract, there are still details to coordinate before your event. Understanding what happens next can help you plan ahead and give you a clearer picture of the road to event day.
Ask the bureau to walk you through the process from booking to the event. Understanding the timeline, key milestones, and when decisions or information will be needed from your team can make it easier to stay organized and keep planning on track.
Final Thoughts
The questions you ask at the beginning of your speaker search can shape the entire booking experience. You should come away feeling confident in the recommendations you’re receiving and the team that’s helping you bring your event together.
At Leading Authorities, our team has spent more than 35 years helping clients navigate the speaker selection and booking process. We know our speakers personally, stay current on how they’re performing with audiences today, and work alongside our clients from the earliest planning conversations through event day.
If you have questions along the way, we’re always happy to be a resource.
