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INTERNATIONAL ASSOCIATION OF SPEAKERS BUREAUS
IASB ACCEPTED PRACTICES
This document contains suggested practices for IASB members. It is not intended to dictate how to run a speakers bureau, but rather provide guidelines on a range of business practices and suggested standards of conduct endorsed by IASB. It is anticipated that these Accepted Practices will change and evolve over time.
BUREAU/SPEAKER RELATIONS:- Speakers may choose how and by whom they will be represented including exclusive or semi-exclusive representation.
- Speakers may contract with one or more agents/agencies/bureaus to manage, promote or market their services.
- Prior to any promotion of a speaker, a bureau should obtain permission from that speaker, or the speaker’s exclusive agent, to represent them in brochures, catalogs, web sites, etc.
- If a speaker gives permission for a bureau to market them, the speaker should be given the opportunity to review and edit the information used by the bureau. A speaker may also provide authorized information to be used.
- IASB members should not promote or market a speaker without the express authorization of the speaker and managing bureau if speaker is exclusively represented.
BUREAU TO BUREAU RELATIONS & CO-BROKERING
- It is a goal of IASB to promote collaborative relationships among all it’s bureau/agent members and set a standard in the industry for cooperative relationships.
- While co-Brokering is an approved practice within the IASB community, bureaus/agents representing speakers exclusively may choose not to co-broker a speaker.
- Speakers with exclusive representation should not be advertised or promoted by another bureau (includes brochures, web-sites, catalogs, etc.) without permission from the exclusive bureau/agency.
- It is important for the bureau representing speakers exclusively to communicate their preferences for working with other bureaus.
- The Bureau that exclusively represents the speaker sets the rate of commission paid to co-brokering bureaus.
- Bureaus should make every effort to release holds as soon as possible. It is at the discretion of the bureau exclusively representing the speaker to accept holds on the exclusive speakers ’ calendars.
- Bureaus making inquiries about exclusively represented speakers should be prepared for a full discussion of speaker’s specific requirements. As many speakers have unique requirements and/or restrictions, the practice of only determining availability without a full discussion of the speaker’s detailed requirements is not encouraged. Both exclusive agent and co-brokering bureau have mutual responsibility in communicating details of the speaker’s needs and requirements prior to the firm offer or booking stage. This discussion should include all travel needs, A/V room setup, whether speaker will sign books, take photos, participate in meal functions/ receptions or any other special requirements. The key is clear and thorough communication – up front.
- If the contract by the booking agent does not specify the same requirements as the managing agent, the terms should be agreed upon and contracts between agents and the client should be the same, especially regarding such things as cancellation provision, refunds, etc.
- After the booking, the co-brokering bureau should immediately communicate any changes to the original contract, in writing, with the bureau representing the speaker to determine if the changes are permissible.
- When a bureau co-brokers a speaker with the speaker’s exclusive agent, and the end user is not on the exclusive agent’s marketing list, it is accepted in good faith by the exclusive agent to not use the information acquired through the booking to market this previously unknown account.
- It is recommended that the inquiring bureau indicate how long to hold the date and specify a release date and a follow-up call to clear the date if it has not been acted upon.
- It is recommended that speakers’ offices not turn routine inquires about availability into a hold unless specifically requested by the bureau.
- All deposits, speakers’ fees and reimbursement of speakers’ expenses paid to a bureau shall be protected by the bureau in a special or escrow account. Other use of these funds is considered inappropriate and, in most jurisdictions, illegal.
- It’s advised that changes to the price and rate of commission always be made with the knowledge of the speaker being booked.
