Speakers, Conference and Meeting Tips
** Speakers **
The
Speakers have a lot to do with the amount of
interaction that goes on between attendees.
Ask speakers how they get the audience
involved and what you can do to help them
create a great program. Since your
speakers will have a big impact on your
reaching your goals and objectives make sure
you review these items with each speaker and
provide them with an audience profile.
Also ask your speakers to integrate
questions and responses throughout the
session. It is important for the
audience to be able to clarify the
information presented and to be able to
speak directly with the presenter.
You can also build in time for small discussion groups. Assign topic or areas of discussion and have each group report back to the large group on the outcome of the discussion. Getting everyone involved is a key to successful learning.
** Hired Guns **
Hired
guns are professional speakers who make
speaking their full-time career. These
days, professional speakers are generalists,
specialists, or both and oftentimes (but not
always) are represented by a speaker's
bureau.
Hired guns also
can be celebrities. You often hear
about famous athletes who hit the speaking
circuit during or after their sports
careers. Celebrity speakers come in
many flavors: CEO's, commentators,
politicians, journalists, writers, sports
figures and of course, entertainers and
radio/TV/Movie stars.
You also have the "expert" speakers.
They usually have influence, are respected
in their field, and have developed a niche.
They may or may not be represented by a
speaker's bureau. The price range
varies from speaker to speaker. You
can cut a good deal on someone just starting
out or shell out big bucks for someone
in demand.
** Breakout Speakers **
There are community, business, industry, and
educational leaders who make presentations
to groups. These people speak on a
variety of topics and can enhance your
program.
Not only are these individuals good for
breakout sessions, also consider them for
facilitating sessions or roundtable
discussions on their area of expertise.
Attendees love roundtable sessions because
there is interaction and it is a more
intimate session.
** Meeting Information Sheet**
Create a meeting information sheet for all
speakers. This document is different
from a contract and should provide important
information about the meeting. This
should be created a few weeks in advance of
the meeting or conference when you have
registration data. The information
sheet should contain the following:
* Confirmation of the
day/date/time of the presentation, and
expected time to be at the venue.
* Audience statistics, the number of males/females, a sampling of job titles, age range, where attendees are from, and the number of
expected attendees for the session.
* A review of meeting goals and objectives.
* The visual and handout expectations and procedures.
* The guestroom reservation confirmation number, if applicable.
* Transportation details, if applicable
* A meeting program if it is available or at least a final agenda with meeting room assignments. Also include a facility floor plan
and driving directions.
* Information on the speaker-ready (rehearsal room)
* Instructions for expense and speaking-fee reimbursement, if applicable.
Prepare your speakers in advance as to the meeting's goals and objectives and the audience profile.
Carefully review your speakers' contracts so there is no misunderstandings.
Industry hot topics and networking provide valuable leads to find speakers.
Take care of your speakers. Focus on their needs so they can focus on imparting valuable information.
More tips are available in the book: Complete idiots guide to meeting and event planning
The Complete Idiots Guide to Meeting and
Event Planning-
If
you are given the
responsibility of planning a meeting for
your business, you need to make your company
look good. This guide gives you suggestions
for planning the budget, negotiating a space
to meet, choosing a caterer, setting up the
room, and planning programs. You will be
able to produce an event that is organized
and within your budget.
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