SPEAKERBUREAU

RELATIONS

NSA/IASB 2010

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The Speaker BureauRelationship

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A summary of articles, recordings and answers to guide you through the rewarding relationships that are possible with Speakers Bureaus.

Material has been derived from the National Speakers Association www.nsaspeaker.org and the International Association of Speakers Bureaus http://www.iasbweb.org/. Each of these sites has considerable resources for both speakers and bureaus.

While it is possible to succeed in the industry without membership in either of these organizations, we feel strongly that the codes of conduct and ethics requirements hold members of both associations to a higher standard.

The NSA/IASB Council?

The Council is made up of key members of the International Association of Speakers Bureaus (IASB) and select NSA leaders. Its purpose is to foster communication and enhance speaker/bureau relationships—all with an eye to better serving our mutual clients. The Council created the following guidelines to foster smooth and effective bureaus/speaker interactions.

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CONTENTS PAGE

ONE Articles TWO Recorded Sessions

THREE 26 Best Practices

Ethical Code of the IASB Ethical Code of the NSA

Accepted Practices of the IASB

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The NSA/IASB CouncilApril 2010

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1. ARTICLESThese articles represent opinion and information that will be helpful in developing your relationship with a speaker’s bureau.

To receive your articles, send us an email and we’ll get them out to you.

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Resources available at www.SpeakerNetNews.com

*Bureau Basics and Beyond: Developing Relationships with Speakers Bureaus with Kiela Hinehttp://www.speakernetnews.com/tsem/ts20081028.html

*Booking More and Better Business with Bureaus with Mark Sanborn, CSP, CPAEhttp://www.speakernetnews.com/tsem/ts20001012.html

NSA CONVENTION/WORKSHOP RECORDINGS

http://www.softconference.com/MyNSA/am.asp

2009A Personal Invitation to an Intimate Conversation with Speaker Bureaus: Learn the Real Secrets it Takes to Get Booked by Speakers BureausStaff Session Holli Catchpole Kiela Hine Andrea Gold Scott McKain, CSP, CPAE Duane Ward and Shep Hyken, CSP, CPAE

2. RECORDED SESSIONS*

Download or order these recordings from either Speakernet News site or the NSA website. There is a nominal charge for each download.

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2009Straight Talk – What Speakers and Bureaus Need To Know About Working Together

Shep Hyken, CSP, CPAE; Scott McKain, CSP, CPAE; Holli Catchpole; Andrea Gold with Gold Stars Speakers Bureau; Kiela Hine with Convention Connection; Duane Ward with Premiere Speakers

The relationship between speakers and bureaus used to be simple: The bureau called and booked a speaker—but times have changed. Speakers do more than just speak. The Internet has opened the door to new ways to market and sell—and sometimes these create conflict. These issues and many more will be the topics of discussion as seasoned professional speakers and successful bureaus engage in … straight talk. By attending this session, you will learn about building stronger relationships with bureaus; learn how the Internet is impacting the speaker and bureau relationship; and learn what the industry hot issues are for both speakers and bureaus.

20082008 Convention Staff Session: How To Make Your Speaker a "Fav Five" With BureausAugust 4, 2008 Rich Tiller

20072007 NSA Convention: Focus on Bureaus- LIVE! Must-have Information About Working With Speakers Bureaus. Tuesday, July 10, 2007SPEAKER(S): Rich Gibbons, Shep Hyken, CSP, St. Louis, MO

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OLDER RECORDINGS THAT MIGHT BE OF INTEREST

20052005 NSA ConventionOffice Management Track: Bureau, Bureau on the Wall: A Panel Session of ExpertsSPEAKER(S): Ken Kirsh, CMP Brian Palmer; Nancy Lauterbach, Benny Willford

2005 NSA ConventionBureau Partner Session: How to Get Hired in a Wired World: New Ways of Doing Business in a Digital World SPEAKER: Holli Catchpole

October 2005: Get Booked by Bureaus with John Azzaro 17:43 (WORKSHOP)

20042004 NSA Annual ConventionBureau Partner Session: Old Questions, New AnswersTrack: Individual Conference Audio SessionsSPEAKER(S): Don Hutson, CSP, CPAE, Brian Palmer

2004 NSA Annual ConventionBureau Partner Session: The Bureau PerspectiveTrack: Individual Conference Audio SessionsSPEAKER(S):Mark French, Brian Palmer, Brad Plumb, CMP

2004 NSA Eastern Educational WorkshopWhy Won`t Those Darn Bureaus Call Me? How To Get Booked by Speakers Bureaus?SPEAKER: Jane Atkinson

2. RECORDED SESSIONS*

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OLDER RECORDINGS THAT MIGHT BE OF INTEREST

20032003 NSA Annual ConventionBureau Partner Session: Moving from selling Speeches to Creating Long-Term RevenueSPEAKER(S):Steve Gardner, Don Hutson, CSP, CPAE, Jim Jacobus, CSP

2003 NSA Annual ConventionCSP/CPAE Only Bureau Partner Session: Hot Industry IssuesTrack: Individual Conference Audio Sessions

2003 NSA Western Educational WorkshopStaff Session: The New Realities of Working with Speakers BureausSPEAKER: Renee Strom

OTHER (optional) 2003 NSA Western Educational WorkshopBureau Session: Enemies or Allies for the Same Causes? SPEAKER: Nancy Vogl

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1. Do I need to be listed by a bureau to work professionally?

A variety of different decision makers are responsible for hiring speakers. On the average, only about seven percent of all NSA speaker bookings come from speaker bureaus, with more than 61 percent of speakers receiving no bookings from speaker bureaus.

The following list is arranged according to the frequency with which various decision makers hire NSA speakers:

• Association executives• Planning committees• Training/education department executives• Meeting planners• Department managers• Human resource executives• Speakers bureaus

Speaker Bureau Relations

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2. How do I get listed and booked by a good Speaker’s Bureau?

There are several methods:

1. Be so good on the platform that word gets around, and clients are calling the bureau asking for you.2. Develop a celebrity presence and be in demand.3. Develop a long-term relationship in which your goal is to partner with the bureau, increase their business and in do doing, assist your own. Several speakers began their relationships by turning a booking over to a bureau that they could not handle, or one for which the speaker was not available. Give before you get.4. You can also pay to be listed. Inquire of the bureau what is included in their fee, and compare it to the services you are receiving from others bureaus.

3. What happens if a bureau unknown to me lists my information

without my knowledge?

IASB Accepted Practices has issued the following statement as a suggested guideline: “Prior to any promotion of a speaker, a bureau should obtain permission from that speaker, or the speaker's exclusive agent, to represent them in brochures, catalogs, web sites, etc.” You have the right and responsibility to

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evaluate where you want your materials to appear. If a bureau is using information about you without your knowledge, then call the bureau and have a conversation about it. If you would like it removed, respectfully request that it be removed.

4. Does the bureau send speaker videos and materials to clients or

does the speaker?

Most of the time the bureau will send your information to clients or have them check out a video on your bureau-friendly site or on their website. Occasionally, a speaker will be asked to send a video directly to clients but that is becoming rare with online video availability.

5. Is there a standard industry commission?

Most bureau commissions range from 20% to 30% with some higher fee bookings perhaps yielding commissions below 20%. A recent study of CSP’s indicated that 80% paid 25% of their income to speakers bureaus. If the commission is above 25%, most speakers expect superior or value-added service from the bureau.

6. When does a speaker get paid for their presentation?

A few bureaus forward fees to arrive the day of the engagement, some send fees within ten

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days, and most bureaus forward fees within 30 days. Occasionally, payment might take longer with a government purchase order or, rarely, the client's requirement that the balance be paid following the presentation.

Concerning payments, it is a good idea to have a conversation with the bureau at the time of booking about fee collection, payment timelines, and the bureau’s handling of funds. IASB’s position appears under their Code of Ethics - Accepted Practices on their website at h t t p : / / w w w . i a s b w e b . o r g / s e c t i o n s /accepted_practices.php

Deposits, speakers' fees and reimbursement of speakers' expenses paid to a bureau shall be protected by the bureau in a special or escrow account.  According to IASB, other use of these

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funds is considered inappropriate and, in most jurisdictions, illegal.

Not all Bureaus belong to IASB, and IASB is not a policing agency even if they do. These are challenging times for all of us. Be very careful with whom you are doing business; check around, ask your more experienced NSA colleagues if in doubt. Read your contracts and have the payment of fees discussion before signing.

7. What happens if a bureau’s client contacts me directly?

Bureaus expect a speaker to notify them immediately when they have contact with a client, and supply details about what was discussed. Don’t discuss fees directly with a client and refer the client back to the agent for contracting and booking questions.

Don’t suggest alternate speakers to the client; this is the role of the speaker’s bureau. Do suggest to the bureau who you think would be a good fit for the client in subsequent years, however.

The days of bureau secrecy concerning clients and client information are over. In the days of complete transparency, high trust is needed between bureau and speaker. These are challenging economic times for clients as well. If and when a bureau’s client calls you directly to try to negotiate a lower fee, respectfully

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decline and tell the client that fee negotiations are the domain of their bureau partner. The notify the bureaus that client has contacted you.

8. What services does a bureau provide?

The bureau markets and sells, follows up with leads, schedules, contracts, collects deposit and final balance from client, sends payment to speaker after presentation; arranges phone conferences and/or interviews, follows up with the client to answer any post presentation questions, follows up with the speaker. Some bureaus extend their services beyond these basic functions, sometimes for an extra fee.

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9. What is expected of a speaker during the presentation? What if a

client cancels or does not pay? Expectations of speakers are detailed in each bureaus contract, often as an addendum. If the client cancels, if the bureau has collected a non-refundable deposit, the speakers portion (usually 75%) will be forwarded to the speaker. If the client cancels without penalty, the date is released. If the client does not pay, it is the responsibility of the bureau to secure payment. The bureau must be paid for the speaker to get paid.

10. What are the expectations following the event? Spin off

policies?

If someone has seen you at an event booked by a bureau, and is interested in booking you, refer back to the bureau. It is best to take down all the information yourself and contact the bureau, rather than leaving it up to the client.

Training and consulting services are treated the same as a speaking engagement; the bureau contracts as usual. However, commissions range from 5-10% for very large contracts (over $1 million for example), to 15%-20% for mid-range contracts between, to the usual 25% for contracts within the normal speaker’s fee range.

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Training would be defined as a predefined presentat ion and/or hands-on on s i te presentation. It could last just a half day or could be ongoing for months. We do not get involved in consulting contracts, but do request a 5% commission of the first years gross receipts of a consulting contract if it results from a speaking engagement.

11. What are “Exclusives?

Many bureaus wi th exc lus ive speaker agreements are contracted to bring their small group of exclusively represented speakers a certain number of engagements and income per year. A bureau with exclusive speakers will promote/suggest one of their exclusive speakers over other speakers.

12. Who receives the deposit?

The deposit is sent to the bureau, which should keep it in a separate account. Some bureaus forward the speaker’s portion of the deposit to them immediately after receipt in their offices, most withhold the whole fee until after the engagement.

Have a conversation with the bureau at the time of booking about fee collection, payment timelines, and the bureau’s handling of funds. IASB’s position appears under their Code of Ethics - Accepted Practices on their website at h t t p : / / w w w . i a s b w e b . o r g / s e c t i o n s /accepted_practices.php

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13. What are the fees of speakers who work with bureaus?

The best answer to that is to go online and check out bureau websites with lists of speakers. Many bureaus cite actual fees, some cite ranges. It is the speaker’s choice whether or not to change or reduce fees. It would wish to quote the same fee to everyone, do so, and don’t be bowed by pressure to reduce. Your market will tell you what your fee should be. Remember, it is important to quote the same fee to direct clients as you do to bureaus.

This is the distribution of fees from information given by two bureaus chosen at random:

Bureau #1 Speakers Fees:869 between 5,000 - 10,000 875 between 10,000 - 20,000 373 between 20,000 - 30,000 196 between 30,000 - 50,000 183 over 50,000 53 over 100,000 9 over 200,000

Bureau #2 Speakers Fees 90 under 7,500282 between 7,500 - 15,000 244 between 15,000 - 25,000 183 between 25,000 - 50,000 84 50,000 - 100,000 33 over 100,000

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14. What do you think of bureaus who charge a fee for considering your materials, charge to list with them, and charge a higher commission?

Is it worth it?

Several bureaus charge a fee to consider your materials, charge a higher commission, or charge you a fee to list with them. Some bureaus will offer an analysis of your materials including your demo video as part of this fee, and some do not. These fees are a valid part of their business models; decide carefully where you want to have your materials evaluated, and where you want to be listed. Often, these services are available elsewhere.

15. What extra service do you expect from bureaus who charge 30%?

Most established speakers do not do business with bureaus who charge 30%.

16. What’s the best way of keeping a relationship with a bureau?

Be excellent on the platform and get a few spinoffs after each presentation. Promote them, support them when you are with your clients. Visit them. Take food. Invite them to see you speak. Stay in front of them. Send a one page update on a monthly basis of what you are doing and where you have been. Conduct joint marketing projects such as a

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mailing with a bureau. Some speakers send a monthly promotional item. Others hold contests.

17. How do you take a hold?

Most speakers "pencil in the date" and give them the "rights of first refusal." If another opportunity for that date comes along, they contact the first client an ask for a firm commitment. If they can't get a firm commitment within 24 hrs., they give the date to the second client.

18. What do you do with held dates, especially stale holds that

carry over for months?

Usually nothing. They just die a natural death and drop off. If they book they book, if they don’t, they don’t. If you have a personal commitment you would like to keep, you have the right to release the hold on that date.

19. So how long should I keep holds?

Again, some speakers just let them drop off when the date passes. Some speakers hold a date for a short period, between 10-30 days. Some offices wipe off holds after thirty days, and the date becomes fully available again. If the date is over 12 months out, they offer

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a 30-day hold and call at the end of 30 days to see if they are one of the final three in consideration. If yes, they'll go another 14 days. If no, they release the date. After the second 14 days, they call again to ask if there is a decision. If no, they have to release the date. They also advise that, if a definite booking comes in, they will call and ask for an immediate decision.

21. What if bureaus always place holds for several days at a time ,e.g.

for a whole week?

Some "spaghetti at the wall" bureaus put on holds for a large number of speakers for the whole conference period. They might or might not have contact with the meeting planner; they just know that there is a conference. You will learn after a while which bureaus do this, and you probably won’t want to bother taking holds from them.

22. How often do you contact the bureau/client to check on holds?

Don't contact the bureau or client about a hold unless there is a good reason (to release it or if you have significant new information that might influence the booking). If you want to clean up your calendar, you could call once a month for a run-through of all holds.

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23. How do you handle multiple holds for the same date?

Take multiple holds as long as 2nd and 3rd parties know their position, and you keep careful track. After the 3rd hold, things get complex, and many bureaus won’t bother putting on holds if there are three holds before their date. If you receive a hold from a different bureau for the same client, it is a courtesy to inform all bureaus involved that there are multiple bureaus. Let the bureau work it out, and in the end, it is the client’s decision with whom they want to book.

24. What happens if I have a hold with one bureau, and a second

bureau calls with a booking for the same engagement?

The most important issue is to keep communication lines open, and to ensure that the client has the best speaker for the event. That said, the client books with whomever they choose. If you receive a booking for the same engagement, notify the first bureau as you would with any other hold. It is up to the first bureau to communicate with the client, and in the end, it is the client’s choice. If the client chooses to book with the second bureau, go ahead and contract with them after the 24-hr period has passed. At times, the two bureaus have gotten together and created an agreement, but that is a bureau, not a speaking, issue.

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25. What you do when you get a definite offer for a date on which

you already have a hold?

Speakers differ on their positions regarding holds. Typically, when you receive a definite offer for a date, the bureau who has the first hold on that date has 24 hours in which to commit or release. Call all the holds at the same time, informing them if they are first second or third hold, and give them a time 24 hours hence that the hold will be void unless booked. Most speakers accept holds in their order. For example, if both the first and second holds decide they would like to book, the first hold has priority.

Some speakers don’t take holds at all; the date is either open or not. First come, first served.

Some speakers take holds, but don’t bother with the 24-hour grace period. They do call the prior holds as a courtesy, but require an immediate answer. And finally, some speakers take holds, but as soon as a firm booking comes in they accept it, and as a courtesy notify the bureau that the date is no longer available. Be clear with bureaus about your ‘hold’ policy.

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26. If books are sold at an engagement, does the bureau receive

a commission?

The important thing is to clarify expectations at the time of booking so there are no misunderstandings.

There is a very low margin on books from major publishers; and because the bureau has not had a part in the creation of the book, they often agree to defer a percentage on the books. When the bureau has obtained an agreement for a large scale purchase of books, presented at the time of booking, there is often a percentage of around 10% given to the bureau.

When the speaker sells books ‘at the back of the room’ a July 2009 study of 46 CSP’s indicated that most returned 10% to the bureau. The important point here is to create a clear understanding with the bureau to their expectations regarding book sales, and if there is a written agreement or requirements about book sales - honor it.

What if I believe that the bureau is acting unethically?

Have a conversation with the bureau in question first, to see if there has been a mis-understanding that can be cleared up. Check with the NSA Code of Ethics to make sure your side of the street is clean. Check with colleagues. Call IASB and have a conversation with them before filing a complaint form.

h t t p : / / w w w . i g a b . o r g / d o w n l o a d s /EthicsComplaintForm2.pdf

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The best way of partnering with a bureau is to do an amazing job for them and return as much business to them after the engagement. This is just common sense and a business-builder for all.

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THE TOP 10 WAYS TO BE BOOKED BY SPEAKERS BUREAUS

1. Refer new clients to the bureau.2. Bureaus receive calls requesting you.3. Be newsworthy, be a hot topic.4. Be a consistently excellent stage performer.5. Send spinoffs after every engagement.6. Be a partner - help the bureau build their business.7. Have a great demo and be easy to sell.8. Have salesworthy topics.9. Conduct a sales promotion giveaway among agents :-)10. Be trustworthy.

THE TOP 11 WAYS TO ANNOY SPEAKERS BUREAUS

1. Steal engagements that should be returned to the Bureau.2. Set inconsistent fees.3. Undercut fees quoted to bureaus.4. Fail to update materials.5. Fail to update calendar.6. Not return calls in a timely way.7. Openly criticize the bureau. 8. Do a bad job.9. Fail to show up or be late for the engagement.10. Invite previewers without clearing with bureau.11. Fail to inform or discuss additional revenue generation resulting from bureau booked assignments.

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4. HOW TO BE BOOKED AND HOW NOT TO BE BOOKED

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What is the NSA/IASB Council?

The Council is made up of key members of the International Association of Speakers Bureaus (IASB) and select NSA leaders. Its purpose is to foster communication and enhance speaker/bureau relationships—all with an eye to betterserving our mutual clients. The Council created the following guidelines to foster smooth and effective bureaus/speaker interactions.

The NSA/IASB Guidelines

1. The speaking profession is all about relationships. Business partnerships are the key to success.

2. Other than moral and ethical considerations, there is no right or wrong way of doing business. It is advisable that all bureau/speaker transactions fully disclose net and gross fees and all product sales.

3. Bureaus and speakers both have the choice of who to work with and who not to work with.

4. Respect the decision of the speaker and the bureau in that regard.

5. Speakers and bureaus have the responsibility to understand each other’s business practices and objectives before doing business together.

6. Partnering beats policy every time.

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NSA Code of Professional Ethics

The purpose of this Code of Professional Ethics is to establish and maintain our brand, reputation and public confidence in the professionalism, dedication, and integrity of not only the individual member of NSA, but also of the Association itself.

The characteristics of honesty, leadership and stewardship are integral to the success of both NSA and the individual professional speaker.

Therefore, all members of NSA subscribe to this Code of Professional Ethics as a condition of membership, with the firm belief that each member will strive to uphold the values, reputation and legacy of NSA. By doing so, members recognize the necessity to preserve and encourage fair and equitable practices among all who are engaged in professional speaking.

Violations of this Code are determined in accordance with the bylaws, policies and procedures of NSA. Any disciplinary action instituted by NSA shall be binding and final upon the NSA member and without recourse to the Association, its officers, members or staff.

Article 1 – RepresentationThe NSA member has an obligation to oneself and to NSA to represent oneself truthfully, professionally and in a non-misleading manner. The NSA member shall be honest and accurate in presenting qualifications and experience in the member’s communication with others.

Article 2 – Professionalism The NSA member shall act, operate his/her

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6. CODES OF ETHICS

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business, and speak in a most professional and ethical manner so as neither to offend nor bring discredit to oneself, the speaking profession or one’s fellow NSA members.

Article 3 – Research The NSA member shall exert efforts to understand each client’s organization, approaches, goals and culture in advance of a presentation, in order to professionally apply one’s expertise to meet each client’s needs.

Article 4 – Intellectual PropertyThe NSA member shall avoid using – either orally or in writing – materials, titles or thematic creations originated by others unless approved in writing by the originator.

Article 5 – Respect & Collegiality The NSA member shall maintain a collegial relationship with fellow members that is based on respect, professional courtesy, dignity and the highest ethical standards.

Article 6 – ConfidentialityThe NSA member shall maintain and respect the confidentiality of business or personal affairs of clients, agents and other speakers.

Article 7 – Business PracticesThe NSA member is obligated to maintain a high level of ethical standards and practices in order to assist in protecting the public against fraud or any unfair practice in the speaking profession and shall attempt to eliminate from the profession all practices that could bring discredit to the speaking profession.

Article 8 – Diversity The NSA member shall not participate in any agreement or activity that would limit or deny access to the marketplace to any other speaker, to a

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client, or to the public. This includes, but not limited to, economic factors, race, ethnicity, creed, color, sex, age, sexual orientation, disability, religion, or country of national origin of any party.

Since 2001, a variety of suggestions have been brought forward from various leaders involved with the Ethics Committee. These suggestions were combined with the expertise of Frank Bucaro in the field of ethics and two past chairs of the NSA Ethics Committee to bring forward a revised Code of Professional Ethics that is directly applicable to a professional speaker’s business in 2010.

Check if a speaker is a member of NSA:

https://events.mynsa.org/FindAMember/tabid/112/Default.aspx

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IASB ACCEPTED PRACTICEShttp://www.iasbweb.org/sections/accepted_practices.php

IASB CODE OF ETHICShttp://www.iasbweb.org/sections/code_of_ethics.php

IASB Code of Ethics

Article 1.  The IASB member shall honor all agreements.Article 2.  The IASB member shall accurately and appropriately represent their relationship with speakers.  Article 3.  The IASB member shall communicate effectively and truthfully with customers, speakers and other speakers bureaus.Article 4.    The IASB member shall represent a person (speaker) in accordance with their wishes, the wishes of their designated representative or as mutually agreed via contract.Article 5.  The IASB member shall not use names of people or entities in a way that might mislead or be misleading.

The maintenance of the marketplace's confidence and the professionalism, honesty, ability and integrity of the lecture bureau industry is primary to the success of the International Association of Speakers Bureaus. Speakers bureaus in general, the lecture industry, the IASB and its members have adopted as a condition of membership this code of ethics that each member subscribes to as a condition of membership and renews the subscription at each membership renewal.

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IASB Accepted Practices

This document contains suggested practices for IASB members.  It is not intended to dictate how to run a speakers bureau, but rather provide guidelines on a range of business practices and suggested standards of conduct endorsed by IASB.  It is anticipated that these Accepted Practices will change and evolve over time.

Bureau/Speaker Relations:

• Speakers may choose how and by whom they will be represented including exclusive or semi-exclusive representation.

• Speakers may contract with one or more agents/agencies/bureaus to manage, promote or market their services.

• Prior to any promotion of a speaker, a bureau should obtain permission from that speaker, or the speaker's exclusive agent, to represent them in brochures, catalogs, web sites, etc.

• If a speaker gives permission for a bureau to market them, the speaker should be given the opportunity to review and edit the information used by the bureau.  A speaker may also provide authorized information to be used.

• IASB members should not promote or market a speaker without the express authorization of the speaker and managing bureau if speaker is exclusively represented.

•BUREAU TO BUREAU RELATIONS & CO-BROKERING

• It is a goal of IASB to promote collaborative relationships among all it's bureau/agent members and set a standard in the industry for cooperative relationships.

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• While co-Brokering is an approved practice within the IASB community, bureaus/agents representing speakers exclusively may choose not to co-broker a speaker.

• Speakers with exclusive representation should not be advertised or promoted by another bureau (includes brochures, web-sites, catalogs, etc.) without permission from the exclusive bureau/agency.

• It is important for the bureau representing speakers exclusively to communicate their preferences for working with other bureaus.

• The Bureau that exclusively represents the speaker sets the rate of commission paid to co-brokering bureaus. 

• Bureaus should make every effort to release holds as soon as possible.  It is at the discretion of the bureau exclusively representing the speaker to accept holds on the exclusive speakers' calendars.

• Bureaus making inquiries about exclusively represented speakers should be prepared for a full discussion of speaker's specific requirements. As many speakers have unique requirements and/or restrictions, the practice of only determining availability without a full discussion of the speaker's detailed requirements is not encouraged.  Both exclusive agent and co-brokering bureau have mutual responsibility in communicating details of the speaker's needs and requirements prior to the firm offer or booking stage. This discussion should include all travel needs, A/V room setup, whether speaker will sign books, take photos, participate in meal functions/ receptions or any other special requirements. The key is clear and thorough communication – up front.

• If the contract by the booking agent does not specify the same requirements as the managing agent, the terms should be agreed upon and contracts between agents and the client should be the same, especially regarding such things as cancellation provision, refunds, etc.

• After the booking, the co-brokering bureau should immediately communicate any changes to the

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original contract, in writing, with the bureau representing the speaker to determine if the changes are permissible.

• When a bureau co-brokers a speaker with the speaker's exclusive agent, and the end user is not on the exclusive agent's marketing list, it is accepted in good faith by the exclusive agent to not use the information acquired through the booking to market this previously unknown account.

•FULL DISCLOSURE

The bureau booking a speaker with a buyer is obligated to provide full disclosure to all parties involved in the booking agreement.

Holds

• It is recommended that the inquiring bureau indicate how long to hold the date and specify a release date and a follow-up call to clear the date if it has not been acted upon.

• It is recommended that speakers' offices not turn routine inquires about availability into a hold unless specifically requested by the bureau.

Deposits

• All deposits, speakers' fees and reimbursement of speakers' expenses paid to a bureau shall be protected by the bureau in a special or escrow account.  Other use of these funds is considered inappropriate and, in most jurisdictions, illegal.

Commissions:

• It's advised that changes to the price and rate of commission always be made with the knowledge of the speaker being booked.

•April 2005

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