Overseas Speakers

You may have an increased chance of speakers arriving for rehearsals if they have flown in from overseas, particularly if they have had a long-haul flight. You should allow for jet-lag when making the flight arrangements and give them adequate time to re-orientate themselves.

Set-Up Day

It may be possible to set up your conference on the day prior to the event. This will probably result in an additional charge by the venue but this is normally at a reduced rate and is very worthwhile in terms of peace of mind. A good night’s sleep is more likely to be had if you have already tested the audio visual equipment, erected the signs, prepared the registration area and set up display stands, etc.

Speaker Information Packs

A pack of information pertinent to the speaker and chairperson will be useful, and could include the following:

Background Information On Your Organisation

They may be unfamiliar with the aims and objectives of your organisation and this will help them to understand ‘where you are coming from’.

Overview Of Event

The aims and objectives of the event and a very brief history if it has run before.

Details Of Presentation Required

A clear brief as to the presentation you are asking them to create and deliver, as well as the duration and timing of it.

Details Of The Event

Date, time, venue.

Summary Of The Target Audience

The speaker will then be able to adapt his/her talk to suit the understanding of those delegates.

Presentation Details Of Other Speakers

Subjects to be covered by other speakers in your session, and possibly contact telephone numbers.

Details Of Session Chairperson

Including contact details if appropriate.

Written Requirements

What is required from them in terms of a biography, abstract, etc, and when. It is important that you receive this information well in advance of the event in order for you to be able to distribute it to the chairperson, publish details in the programme, etc. Set a date according to your schedule and then move it forward by a week to allow for late responses.

Audio Visual Requirements Form

It is vital to establish what is required well in advance of the event. Emphasise that they should not presume equipment will be available if they have not informed you of its need.

Clear Directions/Map

Easy to read and accurate.

Details Of What To Do On Arrival

Make it as easy as possible for speakers on the day of the event by giving them details of where to go and what to do on arrival.

Details Of Lunch/Hotel Accommodation

Include a note for speakers to inform you if any special dietary requirements are necessary, e.g. vegetarians, allergies, etc.

Include directions to the hotel if different to the venue and make it clear what is being provided, such as ‘We will provide bed and breakfast in the Highclere Hotel. Please note that you will be responsible for any other expenses in relation to your stay.’

Parking Pass

If applicable.

Useful Hints And Tips

A few guidelines on how to make the most of their presentation. Even experienced speakers could do with reminding sometimes. See Figure 6.

Details Of Sponsors

If appropriate.

How And When To Claim Expenses

If applicable.

Contact Details For Queries

Details of how and when speakers can reach you, including on-site.

A Feedback Form

Opinion as to the success of the event is important from the speaker’s point of view as well as the delegates, so give them an opportunity to be constructively critical.

A Checklist For Speakers

So that they can easily see when they need to return the various forms, and check themselves to see if they have done so.

Understanding The Role Of The Chairperson

The chairperson’s (or moderator’s) role is principally to introduce each speaker to the audience, to ensure they do not overrun their allotted time and to provide the link between each talk. They could also summarise at the end of each talk and field questions from the audience to the speaker or panel of speakers. The chairperson also reads out housekeeping notices such as evacuation details in case of an emergency, order of presentation if changed from the published programme and messages from the organisers. An experienced chairperson who can ‘work’ an audience is worth his/her weight in gold. Often the job will go to an official from a major sponsor or someone from the organising committee.