A printable PDF can be found at the end of this article.
 

Partners with a Purpose

Advice and Practical Tips to Help Develop an Effective Working Relationship with Your Guest Speaker

How to Engage and Work with a Guest Speaker

So you are planning a special event and want to invite a guest speaker! As you eagerly look forward to your event, rest assured that your speaker considers it a privelege and a genuine compliment to be invited to share that special time with you and your guests. You and your speaker have become partners with a purpose!

Here are some ideas and suggestions to assist you in helping your speaker do a great job.

1. Initial Contact

INFORMATION YOUR SPEAKER WILL APPRECIATE
  • Contact speaker well in advance (12–18 months may be necessary).
  • Offer a preferred date and, if you can, an alternate date.
  • Give location: city, state, and nearest airport.
  • Give a general description of your event's goal and theme; names of other presenters (if any) and their topics.
  • Describe the audience and anticipated attendance.
  • Describe the presentation you would like the speaker to make:
    • topic and its goal (entertainment? information? motivation?);
    • length (does length include Q&A time?); and
    • placement in the program.
  • Allow speaker to suggest the title for the presentation.
  • Discuss equipment needed by speaker.
  • Discuss who will make travel arrangements.
  • Discuss fee, honorarium, and expenses.
  • Indicate appropriate dress for the occasion.
  • Obtain contact information for speaker and discuss preferred method of communication.

2. First Letter of Confirmation

IMMEDIATELY AFTER FIRST CONTACT
  • Send a letter of confirmation within one week of initial contact, reviewing details of previous contact.
  • Send (or give at the event) an expense form with an address and instructions about when to submit it.
  • Request a biography and photo, if needed.

3. Second Letter of Confirmation

ONE MONTH BEFORE EVENT
  • Confirm event.
  • Indicate anticipated attendance numbers.
  • Confirm physical arrangements:
    • setting: classroom, sanctuary, auditorium, or other location;
    • speaker placement: on stage, at end of room, or other placement;
    • indicate if requested equipment has been secured: flipchart, laptop, projector, screen, fixed or portable microphone, extension cords, other equipment;
    • if requested, supply a table for speaker's books, with someone to receive money; and
    • indicate if audio or videotaping will be part of the event.
  • Share name and phone number of person meeting speaker at airport (someone with a flexible schedule who will not be inconvenienced by possible delays); share speaker's cell number with the driver.
  • Indicate in what part of airport host will meet the speaker.
  • Supply location and phone number where speaker will be housed.
  • If arrival is by car, supply map and parking instructions.
  • Request handouts or other materials; confirm who makes necessary copies.

4. On-Going Contact with Speaker

PAINTING A PICTURE OF THE EVENT
  • When available, send speaker a copy of the program and schedule.
  • Send speaker copies of publicity, newspaper articles, or other materials concerning event.
  • Telephone about two weeks before event to offer last minute information.
  • Discuss whether books or materials speaker sent in advance have arrived.

5. Hospitality

WE ARE GLAD YOU ARE HERE!
  • Assign a hostess for your speaker.
  • If you plan to present a corsage, inquire about allergies or problems with pinning to fabrics such as silk or suede.
  • If you plan to present a gift, offer to ship large or heavy items which may not fit into a suitcase.
  • Upon arrival, inquire if speaker wants to rest or eat (some speakers prefer not to be "entertained” prior to the event and consider themselves on assignment).
  • If flights are delayed, you may need to change plans for group meals or other social events.

6. Equipment Check

AN OUNCE OF PREVENTION
  • Upon arrival, offer speaker an escorted tour of the event setting.
  • Check microphones, electrical connections, electronic equipment, and lighting at podium.

7. Introduction of Speaker

WHY SHOULD I LISTEN TO THIS PERSON?
  • Ask speaker to supply introductory information or a written introduction.
  • Introduction should answer the basic question, "Why should we listen to this person?”
  • Place a glass of fresh water at the lectern.

8. Honorarium and Expenses

ATTENTION TO DETAILS
  • Have honorarium check ready to present at the event.
  • Second check for expenses (such as mileage, parking fees, meals, or postage) may be included with thank you letter after the event.

9. After the Event

FEEDBACK AND APPRECIATION
  • Within one week of the event, send a thank you letter.
  • Offer positive feedback from participants, as well as credible negative comments.
Authored in 1999 by Jean Garton, Litt. D & Ruth N. Koch, M.A., NCC.
Revised by the Leader Development Committee in 2013.
 

View printable PDF of this brochure, Event Planners and Guest Speakers