Meeting Planners and Speakers: Partnering for Success

By Kinza Christenson
Professional Member

It’s been said that details can make or break an event. Meeting planners know how important being organized is. Taking care of details can be crucial, especially in the preplanning stage. People in the meetings industry learn that taking care of details in advance frees them up to handle unexpected crisis or surprises that might happen on site at any Conference.

A speaking engagement is a partnership between the planner and the speaker. Both share the same goal: Having everything run smoothly and creating a memorable event. Yes, it’s true that Murphy’s Law (If something can go wrong, it will) comes into play at times, no matter how well one plans. While seasoned professional speakers have the moxie to help them go with the flow and adapt to last minute changes, preplanning attention to details can be determining factors for avoiding a “Murphy”. Here are some thoughts gained along the way:

1. Take a detailed approach with the speaker. Any experienced speaker will ask questions but regardless of who brings it up there are probably specifics your speaker needs to know. Generally, a speaker will send planners a pre-program questionnaire. With meeting planners being so busy and having limited time, this is an easy way to get the speaker details taken care of early. Questionnaire might include things like: Type of seating arrangements, if tables are used, will they be round or long? What color is the backdrop? What will be going on in the presenting room just prior to their presentation? If an in-house sound system is used, will there be an AV person available? Who was your last speaker?

2. When a speaker sends a questionnaire to be filled out, it’s helpful if the questionnaire is returned to him as soon as possible. This contains information that will be important to him in customizing a great talk for your audience as well as making the appropriate handouts. Some speakers request
names of people to interview. Since they will not always readily available when the speaker tries to contact them, this process may take a number of days, even weeks.

3. If you are using a theme, what can the speaker do to fit into that theme? Let them know of any ‘visions’ you have on what you’d like to see them do. Don’t hesitate to ask the speaker for any ideas they may have. They may have had a similar experience before and have an idea that you’d love to use.

4. It’s generally a good idea to have a couple of volunteers man the speaker’s product table. This frees them up to sign autographs or answer questions for waiting audience members. Another area of needed assistance may be if a luncheon or banquet speaker needs help putting things out on the tables. Depending on the size of the venue, have several volunteers available to do this. It can be crucially important to accomplishing the task in time.

5. Don’t forget to exchange cell phone numbers with your speakers. That way if something happens to delay them, you will know as soon as possible. It will also enable them to get a hold of you to notify you that they have arrived — a welcomed phone call so you can breathe a sign of relief.

One thing is for sure, when partnering for success involves handling the details, there’s less chance for a “Murphy”—and that’s a good thing!