Phase 5 · After the Keynote
Post-Event Expenses, Reimbursements and Deliverables
After the keynote, use the agreement and what happened at the event to check for these possible items:
- Travel receipts and reimbursement if the agreement calls for documented actual expenses.
- Attendee survey results if the Mollie Plotkin Group survey was used and you request the feedback.
- Negotiated follow-up materials if the speaker agreed to provide them after the event.
Some engagements have none of these items left to process.
Check the travel arrangement first
Reimbursement of actual expenses is less common, though some organizations require it under their policies. When that is the contracted arrangement, the Mollie Plotkin Group coordinates the speaker's final reimbursable travel expenses and reports the receipts and expense documentation to you. We can also provide the expense information your accounting team requires. Tell us about those requirements early so we can request the right documentation.
With a fixed travel buyout, the agreed amount covers the speaker's travel responsibility; there are no individual flight, hotel, meal or ground-transportation receipts for the client to settle beyond that amount. With client-booked travel, your team has already booked and paid for the travel it controls. Neither structure normally leaves a speaker travel reimbursement to process.
Speaker Travel: Fixed Buyouts vs. Client-Booked Arrangements explains who books and pays under each structure.
Account for anything added outside the plan
Occasionally a speaker pays for a hotel, meal or ground transportation outside the original arrangement, leaving an expense to resolve afterward. Additional time or services added during the event might also result in another payment. Both are unusual because the arrangements should generally be agreed in advance.
Books and shipping are ordinarily handled before the event, too. A post-event book expense might arise if, for example, the speaker had their own stock and a purchase was negotiated after the original agreement. Corporate Book Purchases and Book-Signing Logistics covers the usual ordering process.
Confirm any feedback or follow-up materials
The attendee survey is optional. If it was used, the Mollie Plotkin Group can collect and share the speaker feedback with you upon request. How to Evaluate a Keynote Speaker explains what the survey measures.
A speaker might also provide a thank-you video or company-specific materials after the event, but only if those were negotiated and, for additional materials, are part of the speaker's program. Check the actual agreement and any follow-up arrangements before expecting either item.