Meeting Planner Blues?
By Amy J. Allen
Haven’t received a response from a meeting planner? Can’t
reach the meeting planner via telephone? Meeting planner
didn’t give any indication when you might hear back from
them?
It’s okay to reach out to them. What is not okay is to feel
like you don’t know where you stand. Hopefully the meeting
planner has enough integrity to let you know whether or not
you would be a good fit for their event. Because that is not
always the case, don’t be afraid to contact them. I myself am
a meeting planner and I’m going to share with you some in-
side information on the world of meeting planners.
What I guard against is having high expectations. What I
mean by this is unless it is a national organization or for a
national event, the budget is likely not as high as you might
want. This does not take away from your worth. But you do
have to weigh what is more important to you: the exposure
or the money. If you are an up and coming speaker, consider
exposure over money. You never know who will be in the
audience and what future business your presentation could
produce. If you are a published author, inquire if you may
bring copies of your book so attendees may purchase at the
event.
When you initially speak to the meeting planner, get a sense
of his or her personality. Attempt to connect with them on a
personal level. Then use that information to your advantage!
There is nothing more dissatisfying than an impersonal ex-
change like with a car salesman. Because guess what—meet-
ing planners are people, too! They’re not just representing
an organization or company. They also have lives outside of
work. They may be doing this on a voluntary basis for a pro-
fessional group. So trust me when I say building a personal
connection is usually appreciated. Once you get the green light, be sure to have your presen-
tation (PowerPoint or similar) ready to go. If it needs to be
tweaked to fit their event, do it! Do not wait until the last
minute. Again, be sure you understand the AV capabilities—
will you need to email your presentation beforehand? Can
you bring it on a thumb drive? Do you need to bring your
own laptop? Will they print handouts on your behalf or do
you need to lug them in your suitcase? These may seems like
trivial questions, but ask them. Remember, meeting plan-
ners have busy schedules just as you do. It is possible they
have forgotten to mention a few pieces of information.
Ask questions. During your initial conversation, have a list
of questions prepared. Where is the event? How many at-
tendees do they expect? What kind of attendees do they ex-
pect—professionals, students, managers from one specific
discipline? How much time will you have to present? Will
there be sufficient AV equipment for good sound quality?
If you are affiliated with Book. Speak. Repeat. (BSR), you
should be furnished with a Meeting Planner Intake Form,
which should give you a lot of this basic information. But
don’t hesitate to probe. Satisfy your curiosity because you
may be asking questions the meeting planner did not con-
sider. If the event is in the future—three months or more—keep an
even flow of communication over the course of time. Make
sure you are both on the same page regarding expectations
and details. When the event date arrives, will the meet-
ing planner be your contact or will somebody else? If you
are being paid directly, have you received payment? Will a
check be mailed to you or given to you at the event? Have
you asked the meeting planner for recommendations on ho-
tels or airports? Best route to the event? Meeting planners
are generally happy to be a fountain of information to make
your experience a great one. After all, their goal is to invite
you back!
It’s also a good idea to do some research ahead of time. This
will steer you in the direction of explaining your topics and
adjusting your spiel so you can successfully sell how your
topics fit their event. I believe it is acceptable to ask the meet-
ing planner if they are aware of any other organizations in
their area needing speakers. But don’t push the issue—don’t
be aggressive. If they say no, take no for the answer.
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