Other Events

By attending other similar/competing events, you will be able to identify for yourself which speakers perform well and which don’t. Consider how they are received by the audience and in any press reports after the event. Like celebrities, it is possible for speakers to be over-exposed. Popular and prolific speakers are fine so long as their material remains fresh and they do not become complacent. You may also need to book popular speakers some months in advance to ensure their availability.

Speaker Bureaux

Speaker bureaux are agencies of, sometimes professional, speakers. A good bureau can be an enormous help in finding the right speaker for your event, but obviously at a price. Some agencies specialise in particular fields and their staff are knowledgeable about the subject matter. Look for a member of the IGAB – International Group of Agencies and Bureaux – so that you can be sure the agency abides by a strict code of practice. They can also provide celebrities for after-dinner speeches, opening ceremonies, etc.

Members Of Parliament

Government Ministers and other Members of Parliament are frequently asked to talk at conferences, often in the role of keynote speaker at the start of the event. This can be very worthwhile, particularly in terms of media.

attraction. As their official diaries tend to be booked well in advance you may need much longer notice of the event than with other speakers. The MPs will often stay only for a short while and will be accompanied by their secretary or assistant and possibly other officials. You will be expected to correspond in detail with the Minister’s office to make the necessary arrangements, which may include security and other matters. Also be prepared to be let down at short notice should parliamentary business prevent them attending. It is worthwhile having a contingency plan in place.

Corresponding With Speakers

Having chosen your speakers, keep them informed and updated on progress as the conference gets closer. Send them a letter thanking them for agreeing to speak, and making clear the terms of the booking. For example, you may or may not be paying a speaker fee or honorarium, travelling expenses, etc. If this is clear from the start there should be no room for misunderstandings later on. (See Figure 5.)

Speaker Rehearsals

In an ideal world all of the conference speakers would attend a rehearsal in advance of the event to ensure that their presentation skills are satisfactory, that their papers do not overlap in terms of content, that their presentations fill the time schedule correctly and that they are familiar with the venue and audio visual facilities. In reality the first time you meet the speakers may be on the day of the event, half an hour before the start of the presentation. Speakers are often very busy people and,



particularly if not being paid for the exercise, may not be inclined to find extra time to travel to the venue or other location to rehearse – in which case, alternatives need to be sought.

Presentation Skills

If the speaker is an unknown quantity and you are in any doubt as to the quality of the presentation skills of the speaker, you could travel to meet them and have them do a short presentation for you. Alternatively video footage or anecdotal evidence from experienced and known conference delegates/organisers may help to allay your fears.

Time Allocation

Ask the speakers to time themselves rehearsing their presentation and be clear as to whether their time allocation includes questions from the audience, or whether that will be in addition.

Overlap

Overlap can be minimised by providing very clear briefs and issuing a copy of each of the abstracts (or scripts) to each of the speakers, particularly those who are speaking on a similar subject. This, of course, is subject to you being supplied with the abstracts; when requesting them in the speaker pack emphasis should be put on the fact that it really is essential, and will be required at least two weeks (if not longer) in advance of the event. This will allow time for rewriting if necessary. Provide contact details for fellow speakers so that they can discuss presentations if required.