Q. We’re now in competition with a lot of other associations for online content. We were thinking about securing a high-level speaker from a speakers’ bureau. Are they charging the same as if the speaker had to travel and attend our conference overnight? Is it possible that speakers’ bureaus will work with us and our budgets?

A. Speakers’ Bureaus will absolutely work with you to secure virtual speakers to support your online content! The process works the same as it does for live events: start by emailing or calling your trusted bureau partner and discuss the themes of your online events. Fees will often be discounted from live event fees, and certain tech platforms can support audience Q&A and other interactive moments. If preferred, and there's not Q&A expectation, the speaker can even pre-record the content. Don’t hesitate to reach out to your speakers’ bureau to get the process started.

Ruben Porras-Sanchez is an Agent at The Harry Walker Agency, Inc. Since 1946, The Harry Walker Agency has partnered with event planners around the globe and have connected them with the world’s most important voices.

 

 

 

 

 

 

Q. Our association’s conference is scheduled for New York City in June. Currently there aren’t any limitations or mandates surrounding that time. We’re unsure whether to postpone or cancel now. We think if we wait, we won’t get space in the fall. What should we do?

A. If you cancel outright today, March, for your program in June, chances are you will be hit with cancellation fees. I suggest you explore the availability of dates for the fall today with your hotel partner (yes, partner as we are all in this together) as part of your due diligence in case the current crisis extends beyond the current end of April window we are all planning towards. If you find acceptable dates for the fall, ask the hotel to hold them for you until a certain decision date (I recommend May 1st) to give the crisis time to either dissipate enough for the conference to move forward in June or to extend and create a Force Majeure situation enabling you to cancel if desired. If the hotel has to receive a decision before then and you are comfortable moving the conference, treat this as a date change addendum rather than a cancellation/rebooking so you can keep all the current contract terms in place.

Phelps R. Hope is Senior Vice President of Kellen. He has more than 30 years of experience in meetings, events and tradeshow management and holds the Certified Meetings Professional (CMP) designation, an indication of both his experience level in the meetings industry and his dedication to excellence.