Speakers

Payment Information

• Speaker (no payment)
  • For non-paid speakers or entertainers, in-kind and expense reimbursement only, complete the volunteer form.
  • Visas: Some visas do not allow for any type of payments. Verify if there is a visa and type
• Speakers (payment)
  • For paid speakers or entertainers, including honorariums, please follow process listed out in the Barrett Process under Professional Services Payments..
  • Visas: Some visas do not allow for any type of payments. Verify if there is a visa and type

Speaker Booking

Booking a professional speaker involves several steps to ensure a smooth and successful collaboration. Here's a guide on what you need to do when booking a professional speaker:

• Determine Your Needs:
  • Clearly define the purpose of the event and the role the speaker will play.
  • Identify the specific topic or theme you want the speaker to address.
• Research and Identify Potential Speakers:
  • Look for speakers who specialize in the relevant topic and have a strong reputation.
  • Research their expertise, speaking style, and past speaking engagements.
    • For ASU speakers, event planners can reach out to the Media Relations at the Office of Public Affairs. They maintain a comprehensive list of available ASU faculty and staff members, spanning across the university.
    • Should you aim to invite a prominent speaker to your campus, such as a political leader, author, celebrity, sports or media personality, you will be required to collaborate directly with their agents or representatives through speaker bureau agencies. While certain speakers have exclusive agreements with particular bureaus, the majority of bureaus have the flexibility to collaborate with a wide range of individuals.
• Approvals
  • Before contacting speakers, all speakers need to have approvals. Please review the approval levels on the different events.
• Contact Speakers
  • Reach out to the selected speakers to inquire about their availability for your event.
  • Provide a brief overview of the event, its date, and the audience.
• Speaker Terms:
  • Discuss the speaker's fees, travel expenses, and any other requirements.
  • Before agreeing to any items, verify who can enter into an agreement and obtain those approvals prior to proceeding.
• Confirm Availability:
  • Once you have approval to proceed, confirm that the speaker is available on the event date.
• Prepare a Contract:
  • ASU uses its own agreement and does not use agency contracts. Event planners do not have signing authority.
• Technical Requirements:
  • Inquire about the speaker's technical needs for the presentation (AV equipment, slides, etc.).
  • Ensure that the event venue can accommodate these requirements.
• Logistics and Travel Arrangements:
  • Discuss travel arrangements, including transportation, accommodation, and meals.
  • Clarify whether you or the speaker will handle these arrangements.