EARLY DISCUSSIONS WITH YOUR SPEAKER

• Book speakers as early as possible. Popular speakers/personalities' calendars can be completely booked over a year in advance.
• Be clear with speakers about the nature of your event, what will be expected of them, the type of remarks they will be asked to deliver, the length of their remarks, deadlines, etc. so no misunderstandings take place.
• Follow up with the speaker in writing regarding their presentation and the discussions that took place, including printing deadlines.
• Request photo, bio, synopsis, etc. in plenty of time for printed material publication.
• Let the speaker know some editing of their bio and synopsis may take place, to ensure consistency with language/tone of printed materials. Make sure if any editing is done it is reviewed with the speaker for accuracy and approval.
• If travel arrangements are needed, such as airfare, hotel or driver, discuss the arrangements with the speaker early and clarify who will make the arrangements and how they will be paid for, i.e. will speaker pay first and then be reimbursed, will the alumni group make all arrangements, etc.
• If hotel arrangements are made, it is nice to provide a hospitality gift in their room, including information on the event, copy of the agenda, guest list, etc.
• Provide the speaker with clear directions on where to park, how to access building via a map, etc.
• If the speaker is driving, arrange for their parking and, if appropriate, a reserved space in the parking lot/structure.
• Make sure the speaker is met and greeted by an appointed representative to escort them and provide them with guidance.