Conference Tips | Speakers
Create a master list of likely presenters no less than a year before the conference remembering the number of speakers that require full guidance, especially from remote places. Presenters who are able to cover some or all of their own costs are specially important.
Keep tight control over the procedure for speaker choices and of communications with presenters to minimize risks of obtaining too many speakers or over lapped presenters; decide on keynote lecturer but keep in mind a last minute back up key note speaker
Seek a good balance between well known presenters and those with out wide recognition but who definitely have abundant field experience relevant to the conference objective; seek an appropriate balance based on gender, minority and non minority, developed less developed country of origin, and student nonstudent reputation.
The majority of initial invitations are going to be by means of individual contacts through the phone however the follow-ups must be made with written invitations. These should include: date, time and if advised, other panelists at the time of speaker’s involvement; request for a brief biography and verified contact details (with specified deadline); query as to any special Audio visual needs; request for PowerPoint slides 7 days prior to conference; agreed upon terms of support of speaker (lodging, meals, registration, travel, etc.) and reimbursement procedures (eg, are receipts needed, will a fixed amount be paid, and advise presenters of the plans to submit PowerPoint files on online. Some presenters might be able to cover their own expenses and, if they’re capable, they should be invited to do so!
Obtain lecturer bios and contact information with plenty of forethought; provide deadline for his or her submission; be ready to draft and submit for review bio prepared from considerably longer submissions by presenters
Formally thank presenters at the end of conference and arrange for thank you letters by suitable person to invited speakers following your conference. Think about making small presenter gifts.
Contemplate assigning key conference preparing members to be special contacts for speakers throughout the conference
Put speakers’ PowerPoint presentations on the master disk or pc so that presentations flow without problems. Test functioning of products and electronic presentations beforehand.
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