GUIDELINES FOR USING THE SPEAKER REFERRAL SERVICE

  • Contact the potential speaker far enough in advance for the speaker to prepare the presentation and make any necessary travel arrangements.  Be sure to inform the speaker of the following:
    • Day, date and location
    • Format of event
    • Topic and length
    • Likely number of attendees
  • There may be fees and expenses associated with a speaker’s participation such as travel expenses and honoraria.  Settle the expense issue at the beginning, in writing, to avoid subsequent misunderstanding.  If you are not paying honorariums, be sure the speaker knows in advance.  Many speakers, especially the very good ones, expect some sort of payment.
  • Find out what type of audiovisual equipment the speaker will need and make the necessary arrangements with the facility where the presentation will be made. 
  • Call the speakers sufficiently in advance of the date of the meeting to address and finalize any outstanding details including:
    • Location
    • Hour, date and date
    • Audio visual requirements
    • Audience expectations and session descriptions
    • Be sure to tell them the name of the person who will look after them upon arrival
  • Make sure to clearly and fully communicate your expectations to the speaker, particularly regarding promotion of their company or services and solicitation of contact information from your attendees, as well as the presentation subject matter and content.
  • Make the speaker’s hotel reservations (if necessary) and ask for the room to be ready upon arrival so that your selected speaker can refresh him or herself and complete any last minute preparations. Inform the hotel of the possibility of late arrival in the event that the selected speaker comes straight to the meeting and cannot check in first. This precaution will prevent the hotel from failing to hold the reservation.
  • Help the speaker arrange his or her plan of action for the day, including site visits or other activities.
  • Escort the speaker to the meeting location and introduce him or her to others so that he or she may feel welcome.  Make sure someone is available and responsible for the speaker’s needs.
  • Arrive early so that the speaker has time to test audio-visual equipment.
  • Remember to provide a name tag for the speaker if the attendees have name tags.
  • Decide who is to make the introduction speech, keep it short (2 minutes maximum). 
  • Decide who will handle questions and answers.
  • After the presentation, be sure to publicly thank the speaker!
  • You may wish to give the speaker a gift of appreciation. This is particularly appropriate if there is an item unique to the area.
  • Use the reputation of your speaker to help generate attendance.  Many of these speakers are widely known and will draw attendance with a good marketing plan.  On the day of the event, be sure to get plenty of photos for post-event publicity. 
  • Solicit evaluations from your attendees to help plan future meetings.  Forward a summary of the evaluation to ICPI to assist with the reference process.
  • ICPI is an approved continuing education provider for AIA, ASLA and USGBC. The following ICPI programs are registered with one or more of these organizations so that continuing education can be offered to attendees.   If you wish to deliver one of these presentations and offer credit to design professionals, contact ICPI for instructions on getting authorized as a speaker.
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