The lesson of an unexpected invitation

Throughout my career representing international speakers, I've learned that the details are what make the difference. Here's a story that reminded me of that in the clearest possible way.

On one occasion I was accompanying two former European prime ministers who had taken part as speakers at an international event. The programme had been prepared with care: meetings, talks, transfers... Everything was perfectly planned and agreed with the client.

On the last day, as we were already heading to the airport, we received an unexpected invitation. The mayor of a Spanish city wanted to invite the two former prime ministers to breakfast. It was a courteous gesture and, after considering it, they decided to accept.

When we arrived, the first problem appeared.

The head of protocol informed me that I was not invited to the breakfast.

I explained that I was the speakers' representative and that my role was to accompany them throughout the visit. It made no sense for me to be left aside, especially in an activity that had come up outside the planned programme.

After a few minutes of conversation, they called me back.

In the end, "they would find a place for me at the table."

I thought it had all been a simple misunderstanding.

I was wrong.

During the breakfast, after the welcome speeches, the organisers asked the two former prime ministers to record a few statements promoting the city.

It wasn't just an improvised request.

They already had a small television studio set up in an adjoining room.

The speakers' personal assistants looked at me immediately.

—Felipe, this wasn't in the briefing.

And they were absolutely right.

That recording had never been planned, negotiated, or authorised. There was no agreement on the use of their image, no assignment of rights, no financial consideration.

Out of politeness and deference to the mayor, the speakers agreed to make a very brief appearance.

But I knew that situation wasn't right.

When the recording finished, I spoke with the person in charge of protocol.

I explained that my speakers had not authorised any promotional use of their image and that, if that recording were used, the corresponding authorisation would have to be formalised and the rights invoiced.

I simply asked where I should send the invoice.

At that moment I named a figure that would make clear the importance of what had happened.

€100,000 per speaker.

The next day, they called me again.

They told me there had been a technical problem and that the recordings had been completely lost.

I don't know whether it was really a technical error or whether they simply decided not to use the material.

That wasn't the most important thing either.

What did become clear is a lesson I've applied ever since.

Improvised invitations can be a kind gesture. Professional surprises are not.

When you represent high-profile people, trust is the most important asset you have.

That's why anything asked of a speaker — talks, interviews, photographs, recordings, promotions, or uses of their image — must be agreed in advance, known to all parties and, whenever possible, in writing.

Because a good briefing doesn't limit flexibility.

It protects the trust between the client, the speaker, and their representative.

And that trust is, in the end, what makes a long-lasting professional relationship possible.

Written by Felipe Gallardo, a business development consultant and talent advisor helping organizations worldwide find and book the right keynote speaker. Learn more about LATINMINDS →