How to Have a Successful Speaking Gig – Systemize Your Speaking Process (Part 2 of 2)

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February 20th, 2009
Filed in: Leadership, Lifestyle, Public Speaking

Do you want to read the previous post in this series? Just go to http://tinyurl.com/acragp .

Now I’d like to continue on from where we left off yesterday. To read that post, go to http://tinyurl.com/acragp

Preparing Presentation Materials

Your presentation materials include:

Your script for your speech
Your handouts
Your PowerPoint slides
Other types of demo materials, raffle prizes, etc.

Let’s talk about your speech first. There are a number of different strategies for preparing for your speech from doing nothing to having talking points to actually preparing a word-by-word script. I will admit I came from the “talking points” philosophy until I set a goal to double my closing ratio.

At that point I began to study the masters and I asked myself, “What do they do that I don’t?” What I learned is two things. First, they have crafted a word-by-word script. Second, they practice over and over again until they have integrated it into their memory.

A good friend of mine, James Malinchak, has a saying, “Practice makes permanent.” You must practice your presentation until you feel flawless with it. It will help you feel more confident and will ensure you are on time with each segment.

My current process is to take my baseline speech and customize it to the event. I will actually re-write the entire presentation so that I begin to memorize it.

Confirming Event Specifics

Always, always, always connect with the event producer about 30 days and 10 days prior to the event. I have learned that things change and busy event producers can get their details mixed up.

A few things to check are:

Updated projections attendance (30 days out)
Final projections for attendance (5 – 10 days out)
Confirm any special meal requests if relevant
Confirm your on-sight appearances (VIP meals, speaker introductions, networking, etc.)
Confirm your on-stage logistics (mic preference, projectors, etc.)

Never assume. Always confirm the set up and what the event producer is providing otherwise you may arrive at the event and have to scramble.

Final Packing

Packing can be a critical stage in your success strategy. I recommend using a packing checklist in combination with a pre-packed supply box. Keep in mind that your box has to be able to travel with you. A rolling suitcase can be a great storage and travel companion. Some of the items you need to handle are:

Products that aren’t being sent directly to the event.
Demo materials like candy, raffle gifts, etc.
Signage for booth, tables and front of room.
All presentation materials, handouts, etc.
Jump-drive with back up copies, etc.
Any electronics like laptop, mic, projector, projector “clicker.”
Extra copy of on-site support checklist, time cards and intro.
Your digital camera.
Anything else that you need to be successful on and off the stage.

I like to have my assistant come about five days prior to departure to pack my travel box for the event.

At Event Support

Once you arrive at the event, be sure to meet with the event producer and their back of the room staff. The first thing you MUST do is confirm your product and handouts have arrived and are in the possession of the proper staff member. Go over your checklist with the back of the room staff to cover how the flow of your talk will go and when you will need them to hand things out. Make sure they know what must be set up before you speak and what your price points and special offers are. If you travel with an assistant, have
them handle this meeting.
One major area to address is handling back of the room sales challenges. Here are some that come up:

Financing or multiple payments. Know in advance what you can and will do.
Delayed billings. My rule is “no.” Pay with a credit card.
Take product and pay later. Again, my rule is “no.”
Emotional obstacles requiring some sales objection scripts. Create scripts based on your way of handling sales objections.
Custom package or wanting just part of what you are offering. Depends on the event and what your contract with the event producer includes.
Trades. Some people, and often this will be other speakers, will offer to trade with you. I suggest saying no if you have a back of room split. Otherwise you risk being out of integrity with your contract and offending your host.

I suggest also having a checklist for setting up your platform. You probably have certain needs that help you perform better, especially if it is longer than one hour. Include things like:

Water, tea or coffee. I also recommend Emergen-C.
Snacks if you are on longer than one hour or have a break.
Clock or timer.
Music stand or table for your notes.
Table for your product display.
A copy of your presentation and handout.
Any props, raffle gift, etc.
Any signage.

Once you complete your presentation, also have a checklist for packing up your things. If you don’t, your stuff will end up thrown into a box and often times things are missing or ruined in the rush to get home. Have pre-made shipping labels for boxes that must be shipped back to your office.

Post-Event Wrap-Up

If you speak at multiple day events, chances are like many busy speakers, you are either off to the next “gig” or you will go home and jump into your next project.

Here is a coaching challenge for you.

Create a post-speaking ritual that helps you reclaim your energy.

Why is this important? Because speaking to a crowd of people means you are a) out of the office and away from everything that is normal life, b) probably staying up later and getting less sleep, and c) surrounding yourself with all types of people who have questions, can be energy suckers, need extra time, etc. The longer the event you are at, the more vital this
step is.

I personally have a post-speaking ritual of booking a massage or spa day. Especially if it is a 3 day event. It allows me some time to reintegrate and bring my energy back to a normal state. I don’t schedule ANYTHING the day after a three day event.

Here is the post-event wrap up steps:

• Process orders. I keep all these documents in one folder and when I get back to the office I drop everything on the fax to get processed immediately. Some people may choose to keep a pre-addressed envelope with their assistant’s mailing address and drop it in the mail. If anything has to be shipped or any billing information clarified, better to do it immediately.

• Process contacts. My team has a pre-determined process map of how to handle contacts from a live event. If they asked for my free gift, they get enrolled in the auto-responder which tells them how to get it. I also send out thank you cards.

• Inventory your materials. Make sure your event box is inventoried to identify if you need to replenish supplies. It’s also a good idea to make sure you have everything you arrived with.

• Process any final payments. If you have the responsibility to process payments to the event producer, typically this must be done within 15 days. If the event producer is paying you, be sure to follow up.

• Wrap up details. Some event producers will provide you a copy of the audio or video. Be sure to finalize all contract deliverables for both parties. Also, this is where you will want to complete your Intention Form and Financial Projections and update your event folder.

My intention for you with this series of posts was to help you understand how you can leverage your time, energy and financial resources more effectively to be able to deliver the most powerful, influential presentations possible.

I hope this helped.
Any speaker tips to share with us? Please use the comments section below to share your thoughts.