The responsibility for choosing the speakers who will make a meeting or conference a valuable and dynamic event is a challenge faced regularly throughout the business community. If you are the one in your organization with this task, I offer some tips to arranging for the speakers that could make the difference between a routine event or a memorable learning and growing experience.
First know what you want to accomplish. Then look for an expert in that field.
Once you find the speaker most suitable for your needs, contact between the meeting planner and the speaker prior to the presentation is necessary.
When calling a speaker, be prepared!
l. What is the date, time and location of your event? Is there flexibility?
Many meetings are planned before the search for a speaker begins and this could result in difficulty in getting the speaker you most desire. If you make your initial call to the speaker with two or three optional dates you will have a better chance of getting a commitment from the desired speaker.
2. What is the time available ?
Professional speakers start and finish on schedule and deliver an appropriate amount of material in the allotted time. Too much material in too short a time leaves participants tired and confused. Too little information results in a bored and disinterested audience who leave the meeting lacking energy and commitment to implement the information into their lives. The time must fit the topic content to leave the participants motivated and energized.
3. What topic is required ? Why are you having this meeting ? What new information and skills do you hope to have the participants acquire ?
The clearer you can be with your expectations the better the chance that your needs will be met. Giving your speaker the benefits you hope to achieve with the individuals involved help her plan the material to best suit the situation.
4. What is the financial budget? How will this be spent?
Speakers have fees for their services. The price is influenced by the length of the presentation, the handouts required and the size of the audience. Some speakers negotiate the cost of workbooks and handouts. Payment of travel, meal and hotel expenses is expected and can be billed after the event or sent as a retainer. Often conference planners arrange for the speakers' expenses to be charged to the conference account.
5. Is money already available or does it have to be approved?
Professional speakers require a retainer fee to hold the date. The balance is expected prior to or at the presentation. Details of payment will be spelled out in the contract provided by the speaker.
6. What audio visual equipment do you have available?
Arranging for the equipment needed by the speaker are part of the planners' job and their cost is part of budgeting. The requirements will be included in the contract and are the responsibility of the meeting planner.
7. What facilities do you have available?
A conference with many speakers often includes a hospitality suite in the hotel. Invite your speakers to use this facility prior to their presentation, especially if overnight accommodation is not provided. A few moments to prepare personally before the presentation and knowing your speaker has arrived will settle any last minute concerns. This also can give the introducing person a few moments to get acquainted with the speaker.
8. What are the names the speaker will need to know to find the right place and prepare their presentation?
An individual who greets, introduces and thanks the speaker and assists with any handouts or audio visual equipment is a treat for the speaker. Checking the microphone, lights and other equipment with the speaker will help get the event on track and avoid distracting interruptions later.
9. What feedback opportunities do you want?
Speakers often bring their own feedback sheets to gather opinions from the audience. As a planner, do you want separate evaluation forms to see if the speaker met your expectations? What information will you want from these and who is to be responsible for them?
10. Is the speaker going to sell books, CDs, tapes, posters etc.?
Some companies will not allow product sales at their meetings while others encourage it. What policy do you have about this? Be sure the speaker knows your policy.
With some careful planning you will arrange a first class event that provides the desired benefits to enhance your companies conference and meeting sessions.
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