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