An expert shares his tips on how to avoid disasters with your speakers, both during the selection process and once you're on-site. A speaker can make or break your event, so selecting the right person requires careful consideration. At Meeting Professionals International's World Education Conference in Montréal in July, Tony D'Amelio, executive vice president of the Washington Speakers Bureau, shared some tips for choosing and managing speakers.
Checklist/Selecting a Speaker
Making Your Decision
- Start at the end
Begin by determining the outcome you want. Outline what is most important to you. Is it the speaker's name appeal? The message? Both?
- Consider the Crowd
Find out if the audience will be primarily international or U.S.-based, as political issues and humor may be received differently. Explore what distractions might come up.
- Break Out of the Routine
Consider a speech before dinner, a point-counterpoint, a “conversation with” format, or a moderator leading a panel of experts.
- Know What You're Getting Into
Talk with others to find out which speakers they have seen in person. Get testimonials and references, and talk with the speaker yourself. Don't assume that a big name can take on any role — moderator, motivator, etc.
- Avoid Surprises
Ask to see theand rider (if any) before you decide to go forward.
- Once You Have Decided Read the Completed Contract/Addendum
Check the date and make sure everything is correct. Don't assume that time/detail changes are OK; check first. Don't assume that it is fine to videotape the speech; how the video will be used is critical.
- Talk it Out
Discuss the speech with the speaker or his or her assistant and provide written information.
- At the Event Assign a Designated Contact for the Speaker
Make the speaker feel welcome and wanted. Escort the speaker, but don't be intrusive. Offer reminders on time, meeting place, and length of the speech. Give the speaker a once-over before he or she goes on stage to make sure that everything is in place.
- Do a Sound Check
Test all AV equipment before the event begins. If there is a sound problem, stop the speaker and fix it right away.
- Manage the Meal
The biggest gripe from speakers is having to speak during waiter service. Make sure that the meal is over before the speaker starts.
- Stay on Schedule
The worst thing that can happen is having to tell a speaker to cut the speech time in half.
- Guarantee Q&A
Plant a question or two to get the ball rolling.
Need a checklist on site inspections or canceling an event? You'll find these and more in our checklist archive. http://meetingsnet.com/checklistshowto
For more on selecting and hiring speakers, go to MEETINGSNET.COM. Editor's favorite: a thought-provoking article on how wikis can give attendees a role in the speaker-selection process (keywords: speaker wikis).