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S PEAKER SUCCESS FOR
S
PEAKER SUCCESS
FOR
4 General information 4 Candidate(s) information Event Date: Yes Event Time(s): Yes Event Location: Yes
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:

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C HECKLIST FOR S PEAKER S UCCESS
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.

Other checklists are available to download at www.midwestmeetings.com. 4 M IDWEST M EETINGS F ALL /W

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MIDWEST MEETINGS FALL/WINTER 2005