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What to Do After You Book the Gig

Yes, celebrate! But most importantly, build and solidify the event-organizer relationship.

Getting booked

Marketing

Public speaking

Andrew

Davis

Partner, Speaking Business Thought Leader

minute read

Published on

February 3, 2025

What you do between the time you book a gig and deliver your speech onstage can make or break your event-organizer relationship.

After signing a speaking agreement, you might think all the heavy lifting is over. Your sales process worked like a charm, fifty percent of your fee is coming your way, and now you can focus on fine-tuning your speech for the big day.

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You sit back, relax, and don’t contact the event planner again until two days before the event.

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Big mistake. And a ginormous lost opportunity. (But don’t worry, I’m going to show you exactly what to do instead, so you can stand out and show up—long before you take the stage.)

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You see, after you book the gig, it’s already time to start crafting a world-class experience for your event organizer. One that solidifies your professional relationship. One that spotlights you as the easiest speaker they’ve ever had the pleasure of working with.

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How? By anticipating and resolving their needs, getting them excited about the big day, and building trust.

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When you do this, you’ll be able to make each follow-up email a stepping stone towards a long-lasting, trust-filled event-organizer relationship. It’s perhaps the friendliest and least-obnoxious way to make sure both you and your event organizer are on the same page and have everything polished and ready for your presentation on event day.

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One Little Gesture That Goes a Long Way

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The very first thing you should do after receiving a signed speaking agreement is show your event organizer your gratitude. Take the time to record a little video thanking them for choosing you for their upcoming event.

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This video doesn’t have to be a high-production feature film—you can even shoot it with your webcam or smartphone—but it does have to come directly from you. Don’t outsource this task to anyone else on your team.

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In the video, thank your client, introduce them to your team (for example, your salesperson and assistant), and get them excited about what’s coming next.

Full Transcript

Don't

position your team as a series of gatekeepers standing between you and your client.

introduce and empower your team members to your clients. The stronger those relationships are, the better the experience will be for your clients.

Here’s an example of a real-life thank-you video I sent to an event organizer a few years ago. It’s short and simple, yet it effectively raises anticipation for the next steps in our professional journey together.

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What Is a Promo Video?

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In the video you might have noticed that I mentioned a handy-dandy little extra you can offer your event organizers that not only surprises and delights, but also makes their lives much easier—the promo video.

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This short video is a valuable marketing asset where you introduce yourself (and even other event speakers), get event attendees excited about the event, and tease some of the conference perks. Event organizers love them because it helps them raise anticipation for the event and attract more attendees.

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You’re doing a huge favor for your client—and it’s also a game-changer for you. Why? Because it almost automatically enhances your fractal frame, credibility, and value in the eyes of anyone and everyone who sees the video.

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In GRAD | Speaking Business Mastery, we show you real-life examples of effective promo videos, and take you through the seven steps to create your own.

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Send These Five Things Immediately

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Put yourself in your event organizer’s shoes. Right after they send the signed speaker agreement, they’re pumped. They can’t wait to add you to the event schedule and tell everyone you’re going to speak at their event.

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So, anticipate their needs—don’t wait for them to ask for your headshot or bio, and make sure you or your assistant sends all the resource materials your event organizer needs to promote you for the event. As soon as possible. Here are the five things you should send over:

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A variety of high-resolution headshots (let them choose their favorite).
Your bios (I send a few bios of different lengths so they can use whichever fits best for them).
Your intro script.
Tech requirements.
And any unique requirements (such as allergy information and the like).

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Focusing on your event organizer’s needs lets you stay a step ahead and delight them with a professional world-class experience.

Don't

give your client more work than they already have; remove unnecessary steps that you might think are just “part of the process.”

keep things easy, short, and clear for your event organizer.

The Specific Steps to Take 30, 20, 15, 7, and 3 Days Before Your Gig

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While there are a lot of logistical things you’ll have to sort out with your event organizer—travel, timing, and tech, just to name a few—let’s focus on a few things that really impact the world-class experience you’re creating for your client.

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Send a Screenshot of Your Slide Deck

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T-minus 30 before the big event, let your event organizer know you’re thinking of them and working towards making the event a huge success. Send them a screenshot of the slide deck you’ve customized for their event (preferably with your speech name and the event logo visible).

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Keep your note short and sweet. Say something like: “Hi! I’m rehearsing and preparing for your event. Just thought I’d give you a sneak peek of my presentation deck. Let me know if you have any questions or want to chat.”

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Send Your Intro Script

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When you’re 20 days out, send them your intro script—what you want the emcee to read to introduce you before you walk onstage. This is different from your regular bio—it should be punchier and more interesting, and should hype your audience up for your speech.

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Yes, you’ve already sent this information immediately after booking the gig, but it’s important to send it again. Make sure you make it clear that this is what the emcee should read, not your bio.

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Ask for Their Mailing Address

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When you hit the 15-day mark, ask the event organizer to send you their mailing address (you’ll use this later to send them a handwritten thank-you note after the event).

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Just send a quick email with something like this: “Hey! I realized I don’t have your mailing address and I'd love to send you a little note. Could you please send it along?”

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Send a Quick Note

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Seven days before the event, send them a quick email to let them know you’re preparing for your trip and looking forward to the event. Ask if there’s anything you can do to help.

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Your event organizers are in full hustle-and-bustle mode preparing last-minute details and making sure the event runs smoothly; a quick note assures them everything on your end is just fine as well.

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Send Your Intro Script (Yes, Again)

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T-minus three days before the big day, your client is busy putting everything together and preparing the scripts that the emcees, sponsors, and speakers need. Once again, put yourself in their shoes. They might have deleted your intro script email or simply can’t find it with all the stress and details of planning a large event.

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So, go ahead and send your intro script over again with a kind note reminding them to read this instead of your bio. Just imagine their relief when your intro-script email pops up in their inbox at just the right moment.

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Check in When You Arrive

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The day you arrive at the event location, send your event organizer a quick text to let them know you’ve arrived safe and sound. Something like: “Hi. I arrived safe and sound at the Meritage Hotel and just wanted to let you know I'll be down at 3:00 PM for the tech check. Is there anything I can do to help in the meantime?”

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This opens the lines of communication and puts your event organizer at ease. They know you’re ready to go and that they can easily reach you in case anything comes up.

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You're not in the speaking business. You’re in the event-organizer-relationship business.

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You’ll notice that each of these communication moments is simple, direct, and really quite easy to do. In fact, they might even feel small and insignificant when you try them for the first time. However, constant and open communication between your team and your clients is essential for crafting a world-class experience.

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Your job as a speaker is to make things as easy as possible for your event organizers. As you anticipate their needs, remove friction, and consistently touch base in a friendly and helpful way, your event organizer will know you’re doing everything you can to make their event a success. And you’ll solidify yourself in their mind as the easiest speaker they’ve ever had the pleasure of working with.

Don't

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Helpful Links

Build and nurture event-organizer relationships like a pro.

GRAD

|

Speaking Business Mastery

Your step-by-step guide to enhancing client relationships from the first introduction, through negotiating your fees, to winning the gig (and beyond).

Learn more

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‍

What Is a Promo Video?

‍

In GRAD | Speaking Business Mastery, we show you real-life examples of effective promo videos, and take you through the seven steps to create your own.

‍

Send These Five Things Immediately

‍

A variety of high-resolution headshots (let them choose their favorite).
Your bios (I send a few bios of different lengths so they can use whichever fits best for them).
Your intro script.
Tech requirements.
And any unique requirements (such as allergy information and the like).

‍

Focusing on your event organizer’s needs lets you stay a step ahead and delight them with a professional world-class experience.

Dont

give your client more work than they already have; remove unnecessary steps that you might think are just “part of the process.”

keep things easy, short, and clear for your event organizer.

The Specific Steps to Take 30, 20, 15, 7, and 3 Days Before Your Gig

‍

Send a Screenshot of Your Slide Deck

‍

Send Your Intro Script

‍

Ask for Their Mailing Address

‍

When you hit the 15-day mark, ask the event organizer to send you their mailing address (you’ll use this later to send them a handwritten thank-you note after the event).

‍

Just send a quick email with something like this: “Hey! I realized I don’t have your mailing address and I'd love to send you a little note. Could you please send it along?”

‍

Send a Quick Note

‍

Seven days before the event, send them a quick email to let them know you’re preparing for your trip and looking forward to the event. Ask if there’s anything you can do to help.

‍

Your event organizers are in full hustle-and-bustle mode preparing last-minute details and making sure the event runs smoothly; a quick note assures them everything on your end is just fine as well.

‍

Send Your Intro Script (Yes, Again)

‍

Check in When You Arrive

‍

This opens the lines of communication and puts your event organizer at ease. They know you’re ready to go and that they can easily reach you in case anything comes up.

‍