A Personal Note to Meeting Planners
In The Wings was founded and is owned by former meeting/event planners and marketing managers. We understand the demands and challenges you face in planning and executing events.
We are a “Boutique” Speakers Bureau which means:
- We are focused on the success of your event
- We only represent industry-leading speakers
- We are a One Stop Shop for all your event needs
Frequently Asked Questions
- What does it mean to be a “boutique” professional speakers bureau?
- What does a speakers bureau do?
- How can I benefit from working with a speakers bureau?
- Why should I choose In The Wings as my speakers bureau partner?
- Is there a fee for working with In The Wings?
- This is my first time booking a speaker. Where do I begin?
- How much should I budget for my speaker?
- Are speaker fees affected by the length of their presentation?
- Will my speaker attend additional functions at my event, such as a dinner or reception?
- Are there any additional expenses I should budget for when booking a speaker?
- Can In The Wings help me secure speakers not listed on this site?
- Can In The Wings help me with unique speaker needs?
- The speaker I am interested in is exclusive with another speakers bureau. Do I need to work with that speaker’s exclusive agency?
- What is the process for booking a speaker through In The Wings?
- Can I preview In The Wings speakers before making my selection?
- May I speak to a speaker of interest before contracting that speaker?
- What happens once I have my speaker under contract?
- Will I be responsible for making my speaker’s travel arrangements?
- What happens if my speaker is delayed or is forced to cancel his/her appearance?
- Is it acceptable to record the speaker’s presentation?
- Will In The Wings help me secure copies of my speaker’s books for my event?
- May I communicate directly with the speaker prior to my event?
To your Success,
Colleen & Team
Frequently Asked Questions
What does it mean to be a “boutique” professional speakers bureau?Unlike other professional speakers bureaus that represent hundreds of professional keynote speakers, consultants and trainers, we only represent the very best. Our goal is to represent a range of speakers with a wide variety of topics where they are specialists and industry leading authorities. We are also skilled at accessing additional talent if they are not on our roster.
What does a speakers bureau do? A speakers bureau maintains relationships with numerous speakers on a variety of topics, in a variety of fee ranges, providing meeting professional’s access to more than one speaker with just one contact. Speakers bureaus are constantly evaluating speakers — including reviewing materials and checking references — in order to be able to recommend the perfect speaker solutions for a planner’s unique program objectives. Speakers bureaus are capable of offering expert advice to event planners and helping them through the speaker booking process. This begins with providing the necessary materials for reviewing speaker candidates and continues through to the issuing of contracts and invoices, to coordinating advance details of the speaker engagement, to evaluating the speaker’s performance after the event.
How can I benefit from working with a speakers bureau? Speakers bureaus have been valuable partners to meeting professionals for decades helping them secure the perfect speakers to achieve their unique program objectives and create successful meetings. A bureau can provide you with expert information and suggestions about speakers who are appropriate for your event. Once you have selected and confirmed your speaker, the speakers bureau will manage all the advance details of the speaker’s visit, allowing you to free up your schedule for handling other critical aspects of your meeting. In addition, you can rest easy knowing that you have an expert partner on your side in the rare occasion any emergencies arise.
Why should I choose In The Wings as my speakers bureau partner? In The Wings, LLC is neither the oldest nor the largest speakers bureau in the industry. As a matter of fact, we are one of the youngest and smallest. We consider both to be strengths, giving way to innovation, flexibility, and personalized service. We frequently call ourselves a “boutique” speakers bureau. What is most important for you to know is that we are consistent, dependable, knowledgeable and friendly in our service. We can help you secure virtually any of today’s leading speakers, and you can trust us to stand by your side from speaker selection through the completion of your event. We’d be happy to share references with you, and we would be honored by the opportunity to introduce you to In The Wings, LLC signature service.
This is my first time booking a speaker. Where do I begin? When booking a speaker for the first time, a trusted speakers bureau partner such as In The Wings can be your best friend. With thousands of speakers on the circuit, the selection process can be overwhelming. We will listen to your program objectives, take your budget, and help you secure the perfect speaker(s) for your program. As questions arise we are happy to assist you in the process. We commit to providing you with friendly, knowledgeable, dependable service — and a great speaker! — so you walk away as the hero of your important event. Remember- “We guarantee that hiring one of our speakers is going to make you the resident “ROCK STAR” at your organization!
How much should I budget for my speaker? Speaker fees are set by the speakers and range from a little to more than $100,000. The speakers on In The Wings, LLC roster are highly sought after experts with fees between typically between $5,000 and $40,000, although we work with speakers above and below that range, as well. These appearance fees typically do not include expenses which may represent additional costs in the form of a flat travel fee or actual expenses such as airfare, hotel, ground transportation, and meals. We will inform you of each speaker’s expense requirements when discussing options for your event.
Are speaker fees affected by the length of their presentation? Fees can be based on many factors including length of presentation, back of room sales, number of engagements and more. For example, a speaker may have a base fee for a keynote presentation (typically 30 to 90 minutes), another fee for a half-day presentation (typically up to three hours), and another fee for a full day presentation (typically up to six hours). We can provide you with an exact fee schedule for your speaker(s) of interest.
Will my speaker attend additional functions at my event, such as a dinner or reception? In many cases, a speaker is able to participate in additional activities, but sometimes travel itineraries or other factors prevent a speaker from doing so. It is important to outline your desired agenda on the initial offer sheet and this practice is something we are use to.
Are there any additional expenses I should budget for when booking a speaker? Each speaker is unique, but in most cases, you should budget for the speaker’s appearance fee plus his or her airfare, hotel arrangements, ground transportation, meals and other necessary expenses. Some speakers do have an all-inclusive fee. Others have a flat travel fee. As we are discussing speaker candidates for your event, we will inform you of each speaker’s expense requirements so you can budget accordingly.
Can In The Wings help me secure speakers not listed on this site? Yes. With more than five thousand professional speakers on the circuit today and new personalities coming into prominence every day, it is impossible for us to include every possible option on our web site. We have selected some of the noted and sought after keynote and motivational speakers to feature on our online roster, but we are able to book virtually any speaker of interest to you. Please call us or email if you have a particular speaker in mind that does not appear on our site and we can provide you with the necessary information.
Can In The Wings help me with unique speaker needs? Absolutely! Every speaker proposal from In The Wings, LLC is customized to a client’s unique event objectives and desired speaker profile. Even in the event we do not have your ideal speaker match in our files, we are equipped to research and engage our vast network of contacts to find the best candidates for your program. Or if you have particular speakers in mind who are not currently on our roster, we are still able to provide you with the necessary information about those speakers. Whatever your speaker needs, In The Wings is prepared to help. In the rare event we cannot secure the appropriate speaker for you, we will gladly direct you to the appropriate sources to continue your search.
The speaker I am interested in is exclusive with another speakers bureau. Do I need to work with that speaker’s exclusive agency? Except in rare cases, you can work with your speakers bureau of choice to book any speaker for your event. If you have a speaker in mind that is exclusive with another bureau, or if the team at In The Wings, LLC determines that another firm’s exclusive speaker is the perfect speaker for your meeting objectives, we can partner with the exclusive agency to deliver the speaker for you with no additional fee and the same quality service. The process is similar to the way a buyer’s agent and seller’s agent work together on a real estate transaction. This leaves you, the meeting planner, in complete control of choosing your bureau partner.
What is the process for booking a speaker through In The Wings? Once you contact us via phone or email, we will conduct an initial consultation to learn about your unique meeting objectives, budget, and desired speaker profile. We will then prepare a customized speaker proposal for your consideration and provide the necessary materials for you to evaluate the recommended speaker candidates. Once we have agreed on the best match for your event, we will begin a three-step booking process: 1. We will e-mail the Purposed Offer Agreement to you to verify your event itinerary and other relevant details. Once you return (scan or fax) signed form, we have permission to present the firm offer to the speaker. 2. We will submit the Firm Offer to the speaker for his or her consideration. The speaker will inform us if he/she has any questions or concerns, or if he/she is unable to accept for any reason. If the speaker does accept (most speakers do), we will send the signed Firm Offer back to us. 3. We will issue the official contract to you along with the invoices for payment. Our attention will then turn toward arranging all the logistics of your speaker’s visit.
Can I preview In The Wings speakers before making my selection? Absolutely, in fact we insist upon it! We have a growing library of speaker preview links available online, and in other cases, we can send you a demo DVD. In some cases, you may be able to see a speaker’s presentation in person if he/she is appearing in your area. Otherwise, we can provide you with references and other information in lieu of a video to help you in the decision-making process. We want you to feel absolutely confident in your selection.
May I speak to a speaker of interest before contracting that speaker? In most cases, yes, and we encourage it. Once you have a short list of one to three speakers of interest for your event, we will gladly arrange for a brief conference call between you and/or your committee and those candidates so you can discuss your specific program objectives, express any concerns, and ask any questions that will help you make your final decision. These conversations are excellent evaluation tools and will usually leave you absolutely confident that a speaker is, or is not, the perfect choice for your program agenda.
What happens once I have my speaker under contract? Once your speaker is under contract, our team will work with you to arrange all the logistics of the speaker’s visit to your event. This begins with an online questionnaire to gather additional details about your venue, audience, meeting objectives, etc. to share with your speaker. After the completion of this questionnaire, we will coordinate the booking of airfare, hotel arrangements, ground transportation and other details between you and the speaker’s office. Each step of the way, from confirmation of your speaker to the day of your event, we will be available to answer any questions you may have and keep things moving smoothly forward.
Will I be responsible for making my speaker’s travel arrangements? In most cases, you will be asked to secure hotel accommodations for your speaker, and occasionally ground transportation. Airfare and any additional arrangements are typically the responsibility of In The Wings, LLC or the speaker’s personal office. Rest assured, our team will work with you to coordinate all logistics of your speaker’s visit in the most convenient and efficient manner possible.
What happens if my speaker is delayed or is forced to cancel his/her appearance? We know that one of the greatest concerns of a meeting planner is that his or her speaker will not show. There are rare occasions where a speaker is forced to cancel due to circustances outside their control, travel delays, illness or other unavoidable circumstances. These instances are extremely rare. Nonetheless, we must be prepared for them, and we are. In the event of a cancellation, you have the option of receiving a full refund of the speaker’s fee, or we will work with you to secure a comparable replacement speaker so your event can go on as planned.
Is it acceptable to record the speaker’s presentation? This is something that varies widly from speaker to speaker. We are always happy to help you discuss this with the speaker prior to the event. Most speakers do allow audio or video recording of their presentation, but prior permission is required. If you wish to record your speaker’s presentation at your event, let us know and we will guide you through the approval process.
Will In The Wings help me secure copies of my speaker’s books for my event? In The Wings is not directly involved in book sales for our speakers, but we can guide you to the best source of your speaker’s books based on the needs for your event. In some cases, it is best to order books directly from a speaker’s publisher. In others, it is best to partner with a local bookseller. And in others, it is best to order through an online seller such as Barnes & Noble or Amazon.com. We can help you determine which solution is best for you.
May I communicate directly with the speaker prior to my event? We will help facilitate the most convenient, efficient and effective means of communication between you and your speaker leading up to your event. In some cases, it is necessary for all communication to be routed through In The Wings, LLC. In many cases, though, it is possible and recommended that you communicate directly with your contracted speaker.