How can you negotiate with third-party representatives for speakers and moderators?

2 Research the market and the representative

The next step is to do some research on the market rates and conditions for speakers and moderators in your field and region. You can use online platforms, industry reports, or your network to get an estimate of the fees and expenses that are expected. You should also research the background and reputation of the third-party representative you are dealing with. Find out their contact details, their relationship with the speaker or moderator, their negotiation style, and their previous clients and deals. This will help you tailor your communication and proposal to their preferences and expectations.

3 Prepare your proposal and pitch

Once you have done your research, you need to prepare a compelling proposal and pitch that showcases the benefits of your conference for the speaker or moderator. You should include the following information in your proposal: the date, location, and theme of your conference, the target audience and expected attendance, the format and duration of the session, the topic and objectives of the presentation or moderation, the fee and expenses you are offering, and any additional perks or incentives you can provide. You should also prepare a concise and persuasive pitch that highlights the value proposition and the mutual benefits of the collaboration.

4 Negotiate with respect and flexibility

When you contact the third-party representative, you should be polite, professional, and respectful. You should also be prepared to negotiate with flexibility and creativity. You may have to compromise on some aspects of your proposal, such as the fee, the date, or the topic, to reach an agreement that satisfies both parties. You should also be open to alternative options, such as co-sponsoring, bartering, or bundling, that can reduce your costs or increase your value. However, you should also know your limits and walk away if the deal is not feasible or fair.

5 Confirm the agreement and follow up

After you have negotiated a satisfactory deal, you need to confirm the agreement in writing and secure the signature of the third-party representative. You should also send a confirmation email to the speaker or moderator, thanking them for their participation and expressing your excitement. You should also follow up with the third-party representative regularly until the conference, to ensure that everything is on track and to address any issues or changes that may arise. You should also maintain a positive and respectful relationship with them, as they may be useful for future collaborations or referrals.