This sheet lists topics useful for you to include in your verbal and written
communication with your speaker(s).
Reiterate the date, time, sponsor, location, program title, etc. in your letter
as a frame of reference for the speaker.
Ask for the paper, or, at a minimum, an outline of the paper by a set date,
for instance, two weeks in advance of the program. This will cut down the chances
of an ill-prepared speaker or a rush job. Also, in the case of multiple speakers,
this will allow for an exchange of papers which will help eliminate the chance
for duplication of the material to be presented.
Ask for the speaker(s) to send his/her biographical material to you or to the
program's moderator. Set a date for receipt several days in advance of your
program.
Specify the amount of time allowed for the talk. Monitor the time at the program.
Note the sequence of speakers.
State your expectations of the speaker: casual remarks, joke competition, research
paper, state of the art, reaction to main address, etc.
Describe the room size, level of the audience, and number of people expected.
The speaker will need this information as the remarks and handouts are prepared.
Usually the speaker pays for and brings any handouts. Be sure to clarify this
early as a large copying bill could seriously affect your budgeting.
Ask about audio visual equipment needed.
Discuss the honorarium, if any, the method for handling travel, transportation,
meals and lodging expenses, and when the speaker will be reimbursed. The Vice
President in your region must approve speaker reimbursements for travel, lodging,
etc., and the amount of honorarium (see Appendix
K for details on honorarium reimbursement).
If you plan to record the program, ask permission to tape the speech and give
the purpose for the taping (archival, recording to help in summarizing the talk
for newsletters, etc.).
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