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SPEAKERS:
the ins and outs
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by Robyne Beaubien
Where do you find
them? How much should you pay them? How do you let them know what
you expect? How do you find out what they expect? .... On this page
we will explore the following:
- how to find
a speaker
- contacting the
speaker
- sending a confirmation
letter/form
- money matters
- do you suggest
the topic or should they?
- find out what
the speaker needs and expects
- introducing
a speaker
how to find
a speaker
There are several
ways to find a speaker. You can go through speaker services like CLASSERVICES,
you can meet one at an event and get her name and number, you can
search the internet for "Christian Women speakers," or
you can ask women around you for referrals.
I have always found
great speakers by attending retreats and conferences hosted by other
churches.
My personal recommendation
is to always hear a speaker before you invite her to speak.
You can request an information packet from potential speakers and
ask them to include a tape of one of their messages. This is another
lesson I learned the hard way. One year I invited a friend whom I
had never heard speak to open our retreat. She changed her topic
at the last minute, the presentation was poorly done, and she went
over time by 40 minutes. She is still a dear friend of mine, but
it was a horrible moment when I realized that although she was a
powerful one on one counselor, she did not have agifting for speaking
to a group. It was a tough lesson for both of us... but learn it
we did!
contacting the
speaker
You can either
call or write your potential speaker. Your initial contact will involve
finding out when they are available and letting them know what dates
you would like to book them for. This is usually when you need to
know if they have a speaking fee or if they will come on a love offering
basis. Whichever the case, it is pretty standard for the host church/event
to cover the cost of travel and any hotel room or event registration
fees. Getting this sorted out right off the bat will help you and
the speaker communicate more clearly.
sending a confirmation
letter/form
After making the
initial contact, I like to send out a confirmation letter that states
the dates, type of event, amount of women expected to attend, the
theme, our purpose or goals for the event, and any specific subjects
you would like the speaker to cover. I also send with it a form with
a self addressed, stamped envelope that addresses whether the speaker
would like a private room or to room with some of the ladies; the
type of bed she will have - if she needs to bring a sleeping bag
or not; if she has any special dietary needs; if she will need any
special equipment like an overhead, wipe off board, etc...; if she
will need copies of handouts and how many ( I also ask her to provide
them about a week before the event, if possible. Usually the best
method is for her to e-mail them. If she wants to mail them, I send
her a self addressed, stamped envelope.); any songs she would recommend
for the worship time; and any books she would recommend for a book
table. I also confirm the speakers fee/ love offering and the cost
of travel, what time we will meet her or pick her up and where. I
also request a black and white picture and brief bio to include in
our advertising.
money matters
Find out up front.
As the host of the event you are expected to pay for the speakers
travel, accomodations, handouts, and their speaker fee. Many speakers
will come on a love offering basis, but a host is still responsible
for the other costs.
If your speaker
is flying in... the best thing to do is to arrange to pay for her
ticket in advance. You can have her book the flight she would like
and forward you the information to pay for it. Or you can find out
what time she would like to fly out of her airport and arrange the
ticket for her.
If your speaker
is driving in.... I think it is nice to send her a check in advance
to help cover the cost of gas. Most businesses use a simple formula
of the mileage X .25 to reimburse travel costs. This is what I have
typically done also.
Other options...
maybe your speaker lives in your town and you can make arrangements
to pick her up.
It is usually a
good idea to have a check in advance for the speaking fee. This way
you can give it to the speaker with a thank you card at the close
of the event. If the speaker has agreed to come on a love offering
basis, make arrangements with your church to have a check prepared
as quickly as possible after the event. Many times we have been blessed
to have our church treasurer and a couple of deacons stop by at the
close of the event to count the offering and issue (and sign) the
check for our speaker to take with her. This is probably an ideal
situation but not always possible... talk with your church leaders
and treasurer to determine how they would like to handle it and then
let your speaker know!
The bottom line
is communication.
do you suggest
the topic or should they?
This can go either
way. Sometimes speakers have specific topics that they speak on and
you can focus your event around their topic. Sometimes you may have
already chosen a theme and the speakers are usually willing to work
with you in this area. I have never had a speaker tell me she could
not speak because our theme did not match any of her topics... and
I have never turned down a speaking engagement because of the topic!
I always consider it a time to jump into God's Word and expand my
horizons!
find out what
the speaker needs and expects
If you do a confirmation
letter and form that the speaker returns to you, she should have
a pretty good idea of what you are expecting and visa versa. However,
it is good to touch bases about a month before the event to be sure
that everything is on track and that the speaker is comfortable with
all the arrangements. Don't be afraid to ask "Is there anything
I have forgotten or anything else you need to know?" I typically
ask how we can be praying for her as she prepares for our event.
I follow up again
seven to ten days before the event and let her know we are praying
for her and confirm her travel arrangements. By now we have spoken
several times and have built a rapport as we prepare for the event.
I like to either
pick the speaker up at the airport, if they are flying in, or meet
them at the event location if they are driving themselves. If the
event is a Ladies Night Out, or one time seminar, I typically meet
them at the church about an hour before the event to spend some time
talking with them and praying with them before the event.
If the event is
a retreat, our team is usually at the retreat site setting things
up early in the day. I like to have the speaker arrive mid-afternoon
so she can unpack and see the retreat center and we can have dinner
and prayer before participants start to arrive. I also like to have
different members of our leadership team pray with the speaker before
each session... this is a powerful way to keep Christ the focus of
the retreat.
introducing
a speaker
This seems like
it should be easy, but it is not always, and it is a terrible thing
to do poorly! A good thing to remember about introductions is that
they will help your audience relate to or with the speaker and your
opinion of them will affect how the women receive what she says.
Why? Because you are known to them and probably respected by them.
What you think matters, and a good introduction will help to solidify
the connection between the speaker and event attendees. Here are
some simple things to include in an introduction...
First time introductions
- If you have
heard the speaker before, share how they touched your life with
the message that you heard.
- share a brief
bio of their family
- tell what they
do... are they an author? full time ministry professional?
- remind the attendees
why they are at the event and how the speaker will contribute to
it. eg: "We are all here this weekend to draw closer to the
Lord through Bible study and _(first name, last name)_____, our
speaker has some insight into the Word that God has laid on her
heart just for us! Please help me welcome her... (applause) ____(first
name)______." Shake her hand or hug her as she comes to the
platform and then go to your seat.
Other introductions
during a weekend retreat or conference
- Repeat the speakers
name
- Highlight something
she said from an earlier message
- "please
welcome again... (name)"
follow up
Follow up an event
with a thank you letter and pass along any comments from women who
attended the event. |
