Guideline for Speakers | How to proceed with virtual events
Thank you for having the great opportunity to work with us!
Here is the guideline for speakers.
Overall Flow
STEP1. Alignment of the content for the event : submission of agenda
We share the client’s event information with you. (Ex. target audience, main theme, ideal agenda, etc…)
Please share the draft of the agenda based on those info.
We will share them with our client, and fix the agenda.
*Please forgive us if our client choose another candidate. In case of that, we will offer you other events.
STEP2. Determine the delivering schedule
Most event formats are pre-recorded.
So, please send us the recording of your presentation and slides.
We will add Japanese subtitles with the recording and translate the slides into Japanese.
The items to be delivered are as follows:
1．Trailer video for promotion (30 secs to 1 min)
It will be used to promote the event, like embeded to client’s mail magazines, posted on SNS, embeded to event apply page and etc.
*Deadline: About 1.5 months before the event
*Sample video: https://youtu.be/f_5UnPm0EPI
2. Event information sheet
We wil l send you spreadsheet, so please fill in the blanks as following the format.
*Deadline: About 1.5 months before the event
3. Recording of your presentation
Please record your presentation on Zoom. (If you don’t use Zoom, mp4 file will work.)
The length of the recording depends on client, but usually about 30~60 mins.
*Deatline: At least 1 month before the event.
4. Slides
The format can be Google Slides or Power Point. Please do not send us with PDF because we have to translate them into Japanese.
*Deatline: At least 1 month before the event.
STEP3. Contract : Statement of Work
We will send you the contract for event speaking engagements to clear our work for the event via electronic signature service. Please check and sign it.
After contracting, please prepare for the materials.
*Template: https://docs.google.com/document/d/1rI8njE-QflhIAznjjkG_Z1J7_IdFteYn/edit?usp=sharing&ouid=100574491646203984528&rtpof=true&sd=true
STEP4. Submission of the event information sheet
We will send you the event information sheet. Please fill in the blanks and answer the questions.
About your picture, you can upload it on Google Drive or send via email.
Sample: https://docs.google.com/spreadsheets/d/1E5OBh8uFfqDMnONE1RKCkAG3cQeIrdZgyWhKATrtbrw/edit?usp=sharing
STEP5. Delivering the contents : Trailer video, Main presentation, Slides
Please record your trailer video and materials for your presentation by each deadlines we determined at STEP2.
You can record it with Zoom, and please upload it on Google Drive or other online strage services.
*This is the requirement for the recording and slides:
https://docs.google.com/presentation/d/159euZgZ6hVZGfxZtXM3SakiiBnK3ELaabquFNWU2TyM/edit?usp=sharing
STEP6. Sending us the Invoice
After completing all of the delivery, please send us the invoice.
Bill to:
Company name: Top Runner Marketing, Inc.
Address: 243-0002, 17-22, Moto-cho, Atsugi-city, Kanagawa, JAPAN
With your invoice, we will transfer the honorarium via electronic transfer (usually Wise), and which will not include any transactionfees.
The payment will be accomplished within a week.
Q & A
No, you don’t have to. You can record your presentation with Zoom, so you only need your laptop.
Please make sure the sound is clear. If the recording file’s sound quality is not so good, please use microphone.
We usually transfer the honorarium with in a week (with the accomplishment of the delivery and the invoice) via Wise (https://wise.com/home/). If Wise doesn’t deal with your currency, we will use other service.
You can specify the scope of publication. (Like only those who have attended or applied to the event, only for a month, limited access with form entry, etc…)
Basically, yes. But it depends on our client.
About the format for the recording, please check this slides. (https://docs.google.com/presentation/d/159euZgZ6hVZGfxZtXM3SakiiBnK3ELaabquFNWU2TyM/edit?usp=sharing)
It will be used AFTER the event.
The main purpose for use is to share the contents with those who had applied the event but couldn’t attend it. Also, in case of uploading it on YouTube, our client would like to use it as one of the marketing promotions.
You can choose the scope of publication.
It is used for promoting our client’s event, like putting on the event page, sending via e-mail, and sharing on their SNS.
The basic components are follows :
1. Self introduction: “Hello, I’m XXX. I am working for XXX as a XXXXX.”
2. The theme: “I will talk about XXXX for XX(target audience) based on my experiences at XXX(event title).”
3. Message: “I’m looking forward to seeing you at the event!”
Sample video : https://youtu.be/f_5UnPm0EPI
It depends on our client. It would be better that we can use your company name at least to attract participants, but we will ask our client.
It depends on our client. If you want to do the recording with an interview session style, we will ask our client. So, please let us know what you prefer.