Budgeting for a Speaker
Keep in mind that in addition to the speaking fee, you need to account for taxes, air and ground transportation, hotel accommodations, travel escorts, incidentals, and other services.- Speaking Fee
- Appearance Fee
- Airfare
- Hotel Accommodations
- Ground Transportation (Limousine, taxi, or rental car)
- Meals and Incidental Expenses
- Books and Learning Products (usually optional)
- Audio-Visual Equipment (As requested by each speaker)
- Local, state or county taxes (Depends on your location and meeting location)
International Speaking Fees
Speaking fees for international appearances and those in Alaska, Hawaii, and the Caribbean are almost always higher than the domestic fee due to a greater commitment of travel time to perform these engagements. Surcharges range from 25% to 100% of the base keynote fee. All travel fees for international appearances are agreed to in advance of the event date and paid 30 days prior to the scheduled engagement.
Taxes
Depending upon your location and the location of the meeting, speaking fees may be subject to local, state, and/or county taxes. Fees quoted do not include taxes.
Travel Expenses
Speaking fees do not include travel. Airfare, hotel accommodations, meals and ground transportation and possible travel escorts are usually in addition to the speaking fee. Most HQSB speakers require first or business class travel for domestic destinations and almost all require business class or higher for international appearances.
Audio and Video Taping of Appearances
Special written permission must be obtained for the rights to audio, video tape, broadcast, or transmit a speech. Occasionally there will be a surcharge for obtaining these rights. The surcharge will depend on how the tapes will be used.
Autograph Sessions and Receptions
Some speakers will attend special receptions with limited time of participation without any additional fees, or sign books for no additional charge while others may require a substantial additional fee. Since each speaker has his or her own requirements, it is critical to have all requirements agreed to in writing at the time of the initial contract.
Contracting
It is important to clearly indicate what you would like the speaker to do prior to signing a contract for services. When you contract for a speaker to deliver a keynote speech, the contract fee is for this service only, unless additional services are agreed to in advance and in writing as an addendum to the contract.
Payment Terms
A non-refundable deposit is collected at the time a speaker is booked for the event. This deposit guarantees the date. From this point forward, the speaker will turn down all other offers that conflict with your program. In the event of a cancellation by your organization, the deposit will be forfeited. If a cancellation occurs within 60 days of the event date, the entire fee shall be due.
Deposits and balances for international appearances are paid by wire transfer.
The above serves only as a guideline. Please contact us directly for more details.
