FAQ

The right speaker, MC, facilitator or entertainer can transform your event from a program into an experience your audience remembers.

ICMI has more than four decades of experience connecting organisations with outstanding talent for conferences, corporate events, leadership programs, awards nights, association congresses, training sessions and major business events.

Now part of Launchd, ICMI combines deep industry experience with the strength of a broader talent, media and partnerships group. Our national network of Managing Consultants supports clients across Australia and New Zealand, with access to talent from Australia, New Zealand and across the globe.

We also have a dedicated Talent and Partnerships Manager, ensuring we stay closely connected to new, established and emerging talent, and continue to build strong relationships with the people who can bring real impact to your event.

Our Managing Consultants work with you to understand your event objective, audience and desired outcome, then recommend talent who can inform, inspire, entertain, challenge or energise your audience in the right way.
Why choose ICMI ? Why not!

ICMI works with an extensive network of speakers, MCs, facilitators, entertainers, trainers, experts and high-profile talent across Australia, New Zealand and internationally.

Our talent includes business leaders, world leaders, Olympians and elite athletes, media personalities, educators, authors, industry specialists, Indigenous and cultural awareness speakers, leadership experts, wellness specialists, futurists, comedians and performers.

Many of the people we work with are represented exclusively by ICMI, while others are part of our broader trusted talent network. And if you are looking for someone very specific, our Managing Consultants can source the right person for you through our industry connections.

Our team can help you identify who is best suited to your event objective, audience, budget and desired outcome.

We start by understanding your event, audience, objectives, budget and what you want the talent to achieve.

Your Managing Consultant will then recommend suitable speakers, MCs, facilitators, entertainers or experts based on the outcome you are trying to create. Where available, your proposal will include biographies, speaker profiles, testimonials, topic suggestions and promotional videos.

Once you have shortlisted your preferred talent, we can check availability, confirm fees, arrange a conversation with the speaker if appropriate, and manage the booking process through to confirmation.

From there, we help ensure the talent is properly briefed, prepared and supported. This includes sharing key information about your organisation, audience, event format, objectives, timings and logistics, so they arrive ready to deliver the right message in the right way.

We also have a dedicated travel team to manage travel and accommodation requirements where needed, helping make sure your talent gets to the event and knows exactly what to expect.

Choosing the right talent starts with understanding what will be meaningful for your audience now.

Every audience is different. Their expectations, lived experience, cultural background, industry pressures, age, diversity and reasons for attending all influence what they will respond to.

It is also important to think about how the talent fits into the broader program. A great speaker, MC, facilitator or entertainer should support the flow of the event, not sit in isolation. We consider what else is on the agenda, what your audience heard last year, what you may want to build towards next year, and where your organisation, association or industry is on its own journey.

Our Managing Consultants will work with you to understand your event format, audience, objectives, budget, timing and desired outcome. From there, they will recommend talent who are the right fit for the people in the room, the program as a whole, and the impact you want to create.

Rather than giving you a long list of names, we help narrow the options and explain why each recommendation suits your event. This saves time, reduces risk and gives you confidence that the talent you choose will connect with your audience and support your objectives.

In many cases, yes. Most speakers will adapt their presentation to suit your event objectives, audience, industry and program theme.

However, the level of tailoring depends on the speaker and the type of presentation. For example, if you are booking a speaker for their personal story, lived experience or inspirational keynote, the core content will usually remain their own story. In that case, the tailoring is more likely to be around context, tone, emphasis and how the message connects to your audience.

For other formats, such as business keynotes, facilitated sessions, workshops, panels or leadership programs, there may be more scope to shape the content around your brief.

Be open and honest with your Managing Consultant about what you are trying to achieve. We have been doing this for many years and know how to help you hit the mark. We can share testimonials, examples of past events and, where appropriate, arrange for you to speak with a past client.

In most cases, you can also speak directly with the speaker before final confirmation. Your Managing Consultant can sit in on the briefing call to help guide the conversation, clarify expectations and make sure everyone is aligned before the event.

A briefing call is usually arranged around two weeks before the event, once the booking is confirmed and the event details are clear.

We recommend holding the briefing close to the event because your objectives, audience priorities, program flow and internal context may have changed since the speaker was first announced or confirmed.

This is your opportunity to share more about your organisation, audience, event objectives, key messages, sensitivities, logistics and what you would like the talent to achieve.

Your Managing Consultant can sit in on the briefing call to help guide the conversation, clarify expectations and make sure everyone is aligned. In some cases, a speaker, entertainer or high-profile talent may prefer for their representative to manage the briefing on their behalf. Your consultant will confirm what is possible and make sure the right information is shared either way.

Often, yes. Many speakers, MCs, facilitators and entertainers can adjust their presentation, session or performance length to suit your program.

It is best to discuss timing early, as flexibility will depend on the talent, format, content, travel requirements and what you need them to achieve. Some keynote presentations work best at a certain length, while workshops, facilitated sessions, entertainment sets or panels may have more room to adapt.

It is also worth thinking about how else the talent could add value to your event. For example, an MC may be able to interview your CEO or Managing Director, a keynote speaker may be able to join a panel discussion, or a speaker may be available to attend a VIP dinner, client function or networking session.

Let your Managing Consultant know your preferred timing, program flow, hard finish times and any additional ways you would like to involve the talent. We will confirm what is possible and help make sure they fit comfortably into your event schedule.

Usually, yes. Once a booking is confirmed and approval has been provided, you can generally use the talent’s name, biography, approved image and session description in your event marketing.

It is very important to discuss your promotional plans early. Some talent have specific requirements around how their name, image, topic or profile can be used. Others, particularly very high-profile speakers, may prefer to remain more private before the event. In some cases, that can also work in your favour by creating a stronger sense of exclusivity or anticipation for your audience.

All promotional material should be cleared before it goes live, particularly when using the talent’s photo, logo, quotes, video, social media handles or specific topic wording. Your Managing Consultant will guide you through what can be used and what needs approval.

Many speakers, MCs and entertainers are also happy to support pre-event promotion where appropriate. This may include a short interview, podcast appearance, video message, media comment, social media post or quote for your event program.

Some pre-event promotional activity may attract an additional fee, depending on the talent and the level of involvement required. It is worth allowing some flexibility in your budget if you would like the talent to support marketing, media or stakeholder engagement before the event.

The earlier we understand your marketing plans, the easier it is to confirm what is possible and make sure the talent is represented accurately and professionally.

Speaker presentations typically run between 30 and 90 minutes, depending on the speaker, topic, format and event objectives.

Entertainers, including comedians, musicians and variety acts, often perform for 20 to 45 minutes, although this can vary depending on the style of performance and where it sits in your program.

MCs, facilitators, panellists, workshop leaders and trainers may be engaged for a session, half day, full day or across multiple days.

Your Managing Consultant will help confirm the ideal length for your event and often this will depend on where the talent sits in the program, considering your agenda, audience energy, meal breaks, formalities, content flow and overall event objectives.

Often, yes, but written permission must be confirmed before the event.

Recording, livestreaming, photography and post-event use of content all need to be discussed early, as approval will depend on the talent, the purpose of the recording and how the material will be used.

For example, some talent may approve recording for internal viewing only, while others may allow short clips for social media, marketing or post-event communications. Additional usage fees may apply.

Your Managing Consultant will guide you through the approval process and confirm what is permitted before the event.

Once your talent is confirmed, you will receive a booking confirmation outlining the key details of your event and booking. We ask you to review and acknowledge this, so we can make sure all information has been captured correctly from the start.

You will then receive the contract and invoice, including the agreed fee, payment terms and any known additional requirements.

From there, ICMI manages the key details with you and the talent. This may include travel, accommodation, briefing notes, promotional approvals, AV requirements, technical information, arrival times and event logistics.

Your Managing Consultant will remain involved throughout the process and will help make sure the talent has the information they need about your organisation, audience, event purpose and program.

Closer to the event, we will help coordinate the briefing call where required, confirm final details and ensure everyone is clear on what is happening on the day.

This is extremely rare, but we know it is one of the biggest concerns when booking a speaker, MC, facilitator or entertainer. It is also one of the key reasons many clients choose to work with a bureau rather than booking talent directly.

Talent also choose to be represented by a bureau because they know we manage the administration, coordination, contracts, briefing, logistics and travel support required to get them to an event properly prepared and ready to deliver.

If talent is unexpectedly unable to attend due to illness, travel disruption or circumstances beyond their control, your Managing Consultant will work closely with you to find the best possible solution. This may include securing a suitable replacement, exploring a virtual option, adjusting the program flow or working with the talent’s team on an alternative arrangement.

Because ICMI works with a broad network of talent across Australia, New Zealand and internationally, we are well placed to move quickly and support you if plans need to change.

Talent fees vary depending on the person’s profile, availability, demand, location, preparation required, event format and how long you need them for.

As a guide, fees can differ significantly between a keynote speaker, MC, facilitator, entertainer, celebrity talent, high-profile business leader, emerging speaker or international speaker.

Your budget may also be influenced by where the event is being held. Choosing a speaker or entertainer who is local to the event location can sometimes reduce travel and accommodation costs. New or emerging talent may also be a more cost-effective option, particularly when they are a strong fit for your audience and objectives.

Travel, accommodation, meals, technical requirements, additional appearances and approved pre-event promotional activity may also need to be included in your budget.

It is helpful to be open with your Managing Consultant about your budget from the start. This allows us to recommend realistic options, explain what is included, and help you get the strongest value for your event.

Additional costs can vary depending on the talent, location, event format and what you need them to do.

These may include:

• Flights, generally flexible economy as standard, with business class required for some talent
• Ground transfers
• Accommodation and meals
• Audio-visual equipment, such as stage, projector, microphones and sound system
• Additional preparation, rehearsal or briefing time
• Pre-event promotional activity, including interviews, video messages or social posts
• Additional appearances, such as panels, VIP functions, dinners or media interviews
• Recording, livestreaming or post-event content usage rights
• Travel changes, cancellations or rebooking costs
• Green room, dressing room, privacy or security requirements for some talent
• GST or applicable taxes (this can change from country to country)

Your Managing Consultant will confirm any known additional costs upfront and advise where you may need to allow flexibility in your budget.

Yes. ICMI charges a service fee as part of managing your talent booking.

This fee covers the work required to support the booking properly, including contracting, liaison with the talent or their representative, travel coordination where required, approved promotional material, briefing support, technical requirements and event preparation.

Your Managing Consultant will confirm the applicable fees and inclusions as part of your proposal, so you understand the full cost before confirming the booking.

A 50% non-refundable deposit is required once the booking is confirmed. This secures the talent for your event date.

The remaining balance is generally due 30 days before the event.

Travel costs may also be required at the time of booking, particularly where flights, accommodation or other arrangements need to be confirmed early.

Your Managing Consultant will confirm the payment schedule, invoice details and any additional costs that may apply. These may include travel, accommodation, technical requirements, extended preparation time or approved pre-event promotional activity.

Start with the purpose of your event and what you want your audience to feel, learn, do or remember afterwards.

It is helpful to think about your audience, their expectations, the experience you want to create, and how the talent will fit into the broader program. Consider what has worked well before, what feedback you received last year, what has changed in your organisation or industry, and whether there are any themes, challenges or sensitivities the talent should understand.

Your venue, format, timing, budget and event style also matter. A leadership conference, awards night, client function, association congress, training day or incentive program may each require a very different type of speaker, MC, facilitator or entertainer.

The more context you share with your Managing Consultant, the stronger the recommendations will be. We can help you choose talent who suit your audience, support your objectives and add value to the whole event experience.