Info for Meeting Planners
The Care And Feeding Of Conference Speakers
© 1990 Patricia Katz, Optimus Consulting
You may chair a Program Committee for your professional association or community organization. Or perhaps you were one of the lucky few named to your Conference Planning Committee. Whatever the case, your biggest challenge will be to make sure that all the details are covered.
The successful co-ordination of a seminar or a speaking engagement does not end at the point at which your speaker says, "Yes!".
Once a speaker has agreed to take part in your event, confirm the finer details in writing.
Describe the exact location of the event (town, street address, building, room name or number). Provide a map and and parking information if it would be helpful.
Review the day, date, and time of the event. Give the name of the person who will welcome and introduce the speaker and ask for background information to use in preparing an introduction. Request a photo and a title for the presentation if you need them for advance publicity.
Describe the set up of the room (round tables, classroom style, lecture style). Clarify the equipment that will be needed and its desired location in the room. A fixed podium in the centre of a head table does not work well with an overhead projector set up in the corner of the room. Few speakers have arms that will reach that far or AV assistants to change the transparencies.
Summarize agreements on fees and expenses.
Provide a telephone number where you may be reached ahead of time and on the day of the presentation.
As a final advance check, phone the speaker a day or two before the event to reconfirm arrangements and find out what time the speaker plans to arrive. Share any recent changes in plans (group size or makeup, room designation, shifts in program).
On the day of the event, here are eight last minute things you can do to make life easier for your guest speaker:
Know your way around the facility and the meeting room. Locate the light switches, electrical outlets, and restrooms.
Set up and check out the room, AV equipment and microphone a half hour before the speaker is due to arrive. This gives you enough lead time to fix any problems.
Be there to meet and greet the speaker.
Give the speaker time and space to set up and check out the room and equipment. Be available but don't hover and chitchat to distraction.
Offer to distribute handouts according to the speaker's wishes. Before the speaker begins, at a predetermined point in the presentation, or as people leave the room are the most common distribution points.
Introduce the speaker to key people in attendance. This might include the chairperson or M.C., the individual who will introduce the speaker, and any special guests.
Provide a glass of water at the podium.
Make yourself available just before the presentation begins and periodically through the presentation to handle any problems or questions that crop up.
After the fact, remember to follow up with a written thank you and pass along any specific comments on the presentation. Speakers like to know how their presentations were received so they can keep improving.
And, oh yes, if any piece of AV equipment did self-destruct in the course of the presentation, make a note to have it fixed before it makes its next public appearance!
Patricia Katz, MCE CHRP, works with the overloaded and overwhelmed to accomplish what matters most and find more peace of mind in the process. Based in Western Canada, this speaker and author of three books specializes in productivity and perspective. To bring Patricia’s expertise to your organization, call toll free (877-728-5289).
Note: You are welcome to reprint or repost this article with the understanding that: 1) Optimus Consulting retains full copyright. 2) Contact information is included as it appears at the end of the article. 3) Patricia Katz of Optimus Consulting is contacted and sent a copy of the publication or notice of the link in which the article appears.
