S

PEAKER SUCCESS

FOR

4 General information

4

Candidate(s) information

Event Date:

Yes

Event Time(s):

Yes

Event Location:

Yes

Event Theme:

Yes

Event Budget:

Contact information

Bio

References

Testimonials

Client list

Presentation videos/dvds

Samples of products (books, cds, etc.)

Yes

Event Size:

Yes

4 Pre-event selection guides

Yes

r No r

r No r

r No r

r No r

r No r

r No r

r No r

(Begin researching as soon as possible, from 18 to 24 months before

the event.)

4

Interview candidate(s)

4

Speaker session:

(12 to 18 months before the event.)

Important interview questions:

4

Speaker budget:

4

Number of speakers needed:

4

Presentation time:

Does the speaker create new presentations

based on meeting topics?

What are possible topics?

Yes

r No r

r

Morning

r Afternoon

r Evening

4

Audience demographics (e.g., % men, % women,

business professionals, manufacturing personnel, volunteers, etc.):

Has the speaker addressed similar groups?

Which one(s)?

Yes

r No r

Yes

r No r

4

Audience size:

4

Meeting purpose:

Yes

r No r

4

Presentation length:

4

Presentation purpose:

Yes

r No r

r

Informational

r Technical

r Educational

Does the speaker have a Q & A session?

Is the speaker willing to be available to attendees

before and after the presentation?

Does the speaker belong to professional

associations?

Which one(s)?

r

Motivational

r Entertainment

Is the speaker certified (e.g., CSP or CPAE)?

Which one(s)?

Yes

r No r

4

Resources

Referrals:

Does the speaker intend to sell products/books

at the event?

Does the speaker use clean/appropriate humor?

What type of audiovisual equipment is needed?

Yes

Yes

r No r

r No r

Speaker’s bureaus:

Other:

Will speaker supply handouts, other props?

Will the speaker bring a guest?

Name:

Yes

Yes

r No r

r No r

Who will pay guest costs?

4

Speaker type (best fit for meeting purpose)

r

Professional Speaker

r Keynote Speaker

What costs are negotiable?

Other

r

Author

4 Reviews and checks

Book title:

Yes

r

Consultant

r Trainer

Check references

View live presentation

View online presentation

View dvd/tape

Comments:

Yes

r

Sports Personality

r Celebrity

Yes

r

Humorist

Yes

r No r

r No r

r No r

r No r

Type Selected:

WWW. MIDWESTMEETINGS. COM

₃

C HECKLIST FOR

S PEAKER S

UCCESS

4 Fees and costs

Event logistics Company newsletter Conference/speaker expectations Dress requirements Other meeting speakers/topics list Social events list	Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r
Paperwork, tickets, passes, or coupons needed for events	Yes r No r

Speaker fee:
Deposit:
Air/Ground travel:
Lodging:
Meals:

Cost sharing with another event:

Reimbursements:

Miscellaneous:

4	Contract/agreement details
	(Sign 9 to 12 months before event.) Does the contract include:
	Event details (date, time, location, etc.) Speaker fee Travel Lodging Meals Agreement for recording the event Cancellation policy Audiovisual needs Payment terms Reimbursements Restrictions Facilitator or assistant needs					Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r
	Additional comments, stipulations or special requests:
	Date contract/agreement signed:				/	/
4	Speaker’s publicity materials
	(Request three to six months before event.) Speaker’s bio Details:					Yes r No r
	Speaker’s photos Speaker’s requested promotional items:					Yes r No r
	Other approved publicity material:
4	Information to send speaker prior to meeting

(Send as soon as possible after contract is signed.)

Date sent:

Contact list Company or group information

/

/

Yes r No r Yes r No r

4	Confirm accommodation/travel arrangements prior to speaker’s arrival
	(Four to six days before the event.) Hotel room Flight schedule Meals Airport greeter/pickup					Yes r No r Yes r No r Yes r No r Yes r No r
4	Onsite checks/confirmations
	(One to four days before speaker arrives (and for some checks) up to the hour of event.) Onsite contact person (name, phone #):
	Other important meeting contacts list Confirm transportation arrangements Confirm social event or other schedules Confirm room set-up Welcome gifts Check equipment Rehearsal Rehearsal time(s)					Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r Yes r No r
	Badge and/or meeting kit Speaker introducer Name:					Yes r No r Yes r No r
	Facilitator or assistant Name(s):					Yes r No r
	Confirm shipped materials arrived Emergency plan (in case speaker cancels)					Yes r No r Yes r No r
4	Post-Event follow up
	(Within two to four weeks of event.) Speaker fee paid Evaluations sent to speaker					Yes r No r Yes r No r
	Date sent:			/	/
	Evaluation analysis					Yes r No r Yes r No r
	Thank you or appreciation letter sent
	Date sent:			/	/

The Speaker Checklist is a compilation of information obtained through research conducted by Midwest Meetings. It should be viewed as a general guideline. Other checklists are available to download at www.midwestmeetings.com.

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MIDWEST MEETINGS FALL/WINTER 2005