So much time and energy is devoted to securing conference speakers for an event - finding the right personality, looking over the tapes, checking fees and budgets, signing contracts, and so on-that once everyone has reached an agreement, it's easy to forget that there will actually be an event.

But, unless you simply enjoy the tedious process of finding and booking speakers for its own joy, you'll want to be careful to make sure a few things are squared away after you sign away.

Pictures and bios. If you're planning to use photos or descriptions of corporate speakers to promote an event in the media, or for a program guide, it's a good idea to make sure that you get something current from your business speaker bureauor the speakers themselves. I've seen cases where planners have pulled information from the internet (or other sources) that was incorrect, outdated, or just very poorly produced. A professional speaker will have these things on hand for your use. Since most celebrity speakers will want to approve anything that will be printed about them anyway, this can save you a lot of time going back and forth with them on verbiage.

Deposits. Some planners assume that because they've signed a contract that nothing can stop the speaker from showing up. However, I've seen a handful of events where a speaker didn't travel because no deposit had been received. Pay attention to the due dates agreed to on the contract.

Travel details. Regardless of who's setting up travel, all parties should have a copy of the speaker's travel itinerary a week or more prior to your event. Knowing when and where they're coming from can keep you from stressing about weather and delays.

Hotel and Ground. It's also a good idea to let the celebrity speaker know where he or she will be staying for the duration of your event, and how they'll get back and forth from the airport, hotel and venue. Be sure to include any confirmation numbers or other details that they might need to use their reservation.

Emergency numbers. At a minimum, you should have a cell phone number for the speaker or their representative (or possibly both) for any last minute issues that can come up.

Audiovisual setup. Double check to make sure that you and your speaker both know and agree what will and won't be available for sight and sound. In addition, it's worth it to have someone check and make sure that everything is plugged in and functioning prior to your presentation. Many keynote speakers will do this personally before their appearance, but a tight travel schedule or a closed room might not allow it.

Setup a conference call. I like to setup a call between the event speaker and the event planner about a week before an event. This gives the planner a chance to explain the event, in their own words, so that the speaker can tailor their presentation to the audience and event as needed. Generally, more than ten days prior to the engagement can be too long (details can start to get fuzzy in a speaker's mind), while less than three days can be too short to prepare adequately.

Written By:
Matthew Sherwood an Account Executive with Brooks International Speakers Bureau. You can reach him at 303-825-8700, or at matt@brooksinternational.com.