Guidelines for Conference Speakers
The following guidelines are set out to help you host conference speakers successfully..
Preliminaries
- Choose your conference speakers according to the main theme of your conference
- How many will you need?
- Decide if you want international or local conference speakers
- Main Language for your conference: Will you need interpreters or will everybody be comfortable with English as the main conference language?
- Do you need a sponsor to fund expenses for conference speakers? If yes, identify potential sponsors and prepare letters to send out to them
- Liaise with your finance department or accounts section to set this fund up.
Once you have set out the above draw up a list of potential people who will be invited to your conference as speakers
As soon as you learn that the speakers have accepted your invitation to speak at your conference, you should write to reassure him or her, that you look forward to welcoming them to your conference event. Be sure to include all relevant information concerning the conference.
Contacting the Conference Speakers
If the conference program is still in the planning stages, and you cannot be specific about some details, you should still confirm in writing at least the following:
• the date and place;
• how many and which days you expect the speaker to attend your conference
• in the case where the speaker will be flying in from another destination, information about booking accommodation. Be specific as to what expenses you as a host, will be covering for the speaker.
• the kind of presentation (keynote speech or workshop, opening general session, banquet speech, etc.);
• the nature of the audience (expected number, whether students or the public are invited, etc.);
• the theme of the conference and what you would like the speaker to talk about.
Once you have all the details you should write to the conference speakers, with the following information :
• who will pick the speaker up at the airport. If speakers are local residents they will make their own travel arrangements.
• the name, address, and telephone number of the hotel where you have made the speaker's reservation
• the schedule of program sessions;
• any special functions (receptions, dinners, executive committee or business meetings, etc.) to which the speaker is invited;
• any other reassuring details that the speaker asks for or that you think will make the visit pleasant and interesting. If it is appropriate, include general tourist information on your country.
Be sure to fill out the Speakers Information Form and send it to your speaker. You may want to request an up-to-date cv and, if possible, a photo for publicity purposes.
Does Your Speaker Need Audio-Visual Equipment?
Ask the speaker if any special audio-visual equipment will be needed, other than a working microphone and a lectern or podium. If the speaker's presentation requires the use of a slide or movie projector, an overhead projector, a video monitor, or sound equipment (cassette recorder, for instance), be sure:
• to have the name and surname of the person in charge of A-V equipment at the conference venue and who else will be on standby duty during the conference
• the equipment is at the right place at the right time;
• the room can be sufficiently darkened for films or slides;
• the screen provided is suitable for the room;
- If conference is being staged at an hotel and the AV equipment is supplied by an independent supplier:
- Make sure that all equipment is brought in well in advance for set up purposes and rehearsels.
- Take particulars of the technizian who will be on standby duty during the conference
Planning Your Speaker's Time
If your speaker is not a local resident then be sure to make them welcome by offering them assistance in getting to know their hotel, full program of events and touristic information of the destination. Do offer a short guided tour of the town, city, or area where the conference is being held. However, the offer should be made in advance so the speaker can decline, if necessary, or plan accordingly.
Accommodation, Meal, and Registration Arrangements
Make certain that you arrange to pay for the speaker's accommodations in advance or by having the speaker's room direct-billed to the hosting company's master account with the hotel.
Make sure the speaker knows how the bills for the hotel and food are to be handled.
Be specific if you want to include all on-site extras or not. If speakers are local residents they would expect to be re-imbursed for any parking expenses.
The easiest way to handle the rooming expense is to arrange with the hotel for the speaker simply to sign the bill when checking out. Make sure the hotel desk clerks understand that the bill is to be charged to the master account for the conference. Any meals the speaker eats in the hotel will be on the bill if the hosting company arranges to have incidental expenses included on the direct billing. The hosts need to make provisions to cover other on-site meal expenses (e.g., by giving the speaker tickets to conference meal functions, by taking them out to eat, by giving them a stipend).
However you arrange these matters, the important thing is that the speaker understands how they are to be handled.
Pre-register the speaker for the meeting
Have a complete registration packet (program, meal tickets, name badge) when you pick the speaker up, or at the registration desk of the hotel. Prepare everything well in advance.
After the meeting
Together with the hosting company's treasurer you should send a cheque towards the sponsored speakers fund if that was the case. The speaker, on the other hand will send you a voucher for his or her expenses which will be paid out of the same account. Aside from the arrangements you make for the speaker's room and meals on-site, your payments for the speaker should go directly to the Finance Department of the host company.
Taking Care of the Speaker Before, During, and After the Conference
If the speaker cannot be picked up at the airport (if that's the case) for any reason, you should:
• leave a welcoming note and a conference registration packet at the hotel desk saying when you or someone on the organizing committee will call to check plans and schedules;
• remind the hotel registration desk that the speaker is expected, and when, and that the group hosting the conference is responsible for the hotel bill;
• ask someone on the organizing committee to wait in the lobby to greet the speaker when he or she arrives.
As soon as convenient, introduce the speaker to the person who will introduce him/her during the conference. Ideally, this would also provide an opportunity for them to double-check the facts and ask any necessary questions
If any changes occur in the plans for the meeting
BE SURE TO LET THE SPEAKER KNOW AS SOON AS POSSIBLE. This includes changes in date, place, time, schedule, and, of course, cancellation of the meeting.
Transfer Arrangements
Offer to assist the speaker in getting back to the airport either by booking a taxi or getting somebody from the organizing committee to drive them there. Whatever you do don't insist on waiting until the plane arrives! Some speakers spend so much time in public engagements that they value such chances just to relax quietly without the need to be rushed away at the last minute.
If you need speakers for your conference please contact Business Meetings Malta, the free conference venue finding company.
The DMC -Destination Management Company in Malta