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by Judy Knoechel Clear and concise communication is the key to securing successful speakers for meetings. Begin with where and when the meeting will take place. Take into account days of the week, travel requirements including time zones, the location of the meeting facility (including address and telephone numbers), and directions. Brief the speaker about the meeting sponsor, the overall goals and objectives of the meeting, and the audience. Who will be attending, their ages, gender, languages spoken, ethnicity, and cultures can be critical to the speaker as he or she prepares comments. It is important to describe what is expected from the speaker, including arrival time, length and timing of the presentation, and whether or not the presentation is alone or with others on a panel. If the session will be moderated, provide the names, addresses,telephone and e-mail addresses as well as particular topics for each speaker.Let the speaker know if he or she is expected to attend other sessions. Describe whether or not the speaker will be allowed to sell his or her materials and keep the money. Are they prohibited from this promotion. Provide forms for speakers to check off what equipment will be required, and describe how rooms will be set up for presentations. Be very specific about travel expenses, accommodations, and other expenses, including phone calls, meals, in-room movies, and ground transportation. If a speaker will be taped or if his or her written materials will be copied, get written permission from the speaker or the publisher. Two weeks prior to the meeting contact all speakers to reconfirm all the details of their participation. The day before the meeting check flights and ground transportation arrangements to avoid surprises. Speakers have been known to show up without their luggage, their presentation materials, or their exhibits. If you plan carefully and check often, you should have a good meeting and no surprises. | ||||||
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