Conference Tips | Speakers
Create a master list of possible speakers as a minimum 12 months prior to the conference remembering the number of presenters which require full assistance, in particular from faraway locations. Presenters who will deal with some or all of their own personal costs are especially important.
Maintain tight control over the steps involved in presenter choice and of communications with speakers to reduce risks having too many presenters or overlapped presenters; select key note speaker but have in mind a last moment back up key note speaker
Seek a good balance between very popular speakers and others without wider reputation but who have plentiful field experience strongly related to the conference mandate; seek the proper balance in accordance with sexual category, minority and non minority, developed less developed nation of origin, and student nonstudent status.
The majority of preliminary invites will probably be by way of individual contacts and also by telephone but the follow-ups need to be made with written invites. These should include: date, time and if advised, other panelists at the time of speaker’s involvement; request for a quite short biography and verified contact details (with specified due date); query as to any special AV needs; request for PowerPoint presentations a week in advance of conference; agreed upon terms of support of speaker (lodging, meals, enrollment, travel, etc.) and reimbursement procedures (eg, are receipts necessary, will a fixed amount be paid, and advise presenters of the plans to post PowerPoint files on net. Some presenters might be able to cover their own expenses and, if they are capable, they should be invited to do so!
Obtain presenter biographies and contact information with plenty of forethought; provide deadline for his or her submission; plan to draw up and submit for review biography prepared from much longer submissions by presenters
Officially thank presenters at the end of conference and arrange for thank you letters by appropriate person to invited speakers right after the conference. Consider making small lecturer presents.
Contemplate assigning key conference planning people to be special contacts for speakers through the conference
Put speakers’ PowerPoint presentations on the master disk or pc so that presentations flow effortlessly. Test functioning of equipment and electronic presentations before you start.
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