The Planner Call Prep

What this is for

A call with a meeting planner is part interview, part negotiation, part making sure you're both picturing the same event. This guide preps you for that specific conversation - what they're likely to ask, what you need to find out from them, and how to talk about logistics and fee without winging it.

When to use it

Use this before any call with a planner or organizer, whether it's a first conversation about a possible booking or a pre-event logistics call once you're confirmed. It's most useful the first time you talk to a new planner, when you don't yet know their style.

The prompt kit

I have a call coming up with a meeting planner about a possible booking. Ask me what you need to know before helping me prep: what's the event, what do I know about them so far, is this a first conversation or a follow-up.

Here's my speaker context and fee range: [paste from guide 01 and your Battle Book fee info]
Here's what I know about the event: [paste whatever you have - CFP listing, their website, prior emails]

Based on what you know, what are the questions this planner is most likely to ask me on this call - about my talk, my availability, my fee, my past events? For each one, help me think through my answer, but don't write a script - ask me what I'd actually say first.

What questions should I be asking them that I might not think to ask - about the audience, the room setup, what happened with last year's speaker, what "success" looks like for this event from their side? I want to walk in as prepared as they are.

Help me think through how I want to handle the fee conversation if it comes up. Don't write a line for me to recite - ask me what I'm comfortable saying, and help me sharpen it so it sounds natural, not rehearsed.

What good output looks like

The best prep here is a set of questions and considerations, not a script to read off. When you ask what a planner is likely to ask, the answers should be specific to this event and what you've told it, not a generic list that would fit any speaking call. The questions it suggests you ask back should show real thought about what a planner cares about - repeat bookings, audience fit, past problems - not just "any tips for me?"

Watch out for

Walking into the call with a memorized script. A planner can tell when you're reciting something. Use this prep to know your material cold, then talk like a person on the actual call.

Letting the AI guess at your fee or your availability. Those numbers come from you, not from what "seems reasonable" for an event like this. Never let it suggest a figure - only help you say your actual number clearly.

Skipping the questions you should ask. It's easy to spend the whole call answering theirs. A planner respects a speaker who asks good questions back - it signals you'll take the event seriously once it's booked, not just show up.