PREPARING FOR MY VISIT TO YOUR CONFERENCE 

1.        A quality sound system with a microphone.

2.      I will report to the conference at least 30 minutes prior to the first presentation time.

3.      I've accommodated audiences in all seating situations: chairs, bleachers, floor. Audiences of all sizes: 25 to 1500 students.

5.    A cheque for the balance of the speech fee and travel expense, payable to “Andy Thibodeau Programs”.

6.      I will provide a typed introduction for one of your student leaders to use in the assembly.

7.       The presentations will run 45 to 90 minutes; depending on the time you give me.

8.      Sign and fax the contract and directions to me at 866-212-4559 as soon as possible please.

9.      Do you require a photo and Bio on me for your program? It is located to the left. 

10.   I conclude my keynote speech with an activity called “Making it Rain”. I have ended all presentations with this since ’92. Please tell your other speakers, presenters, and student spirit leaders to avoid its use.

11.      Below is a detailed sheet outlining insights on how to prepare for speakers at your conference. I hope you find it useful as it is a collection of what I have learned across my two decades of attending conferences.

12.   To contact me when on the road, try my cellular at 519-851-3014, leave a message at my home office, 519-488-1795.

 Preparing for Speakers & Workshop Leaders by Andy  

            Ensure that you have a welcome package for them, similar to what you give the delegates. Essential items include a nametag (with a special speaker designation) and a conference program. The program can even be highlighted to show when and where they are presenting. Highlight other social events that you want to encourage them to participate.

            Speakers Team: Create a small team of people that are designated to help the speakers. When speakers arrive, these people can ensure they get their welcome package. Then, they can be shown to the room where they are speaking. All speakers want to see the room right away so that they can visualize how to best work their presentation. This team would coordinate transportation from the hotel to the conference site. They could also have a cell phone number for the speaker to call if they have any questions. 

            Airport pickup. Call ahead to the airport to confirm arrival time, just in case the flight is running late. Get their cell phone number! Give them your cell phone number and have it on! Tell them to call you if they cannot find you!  Clearly instruct the speaker on where in the airport you will meet them. Immediately outside the security area, before they get their baggage, is the best spot. Hold a card that clearly says the name of your conference. Have the greeters know what the speaker looks like by reviewing the picture in the program. Have the welcome package in the vehicle so that the presenter can review and ask questions while driving.

            The Speaker is Driving to the conference. Ensure they have very clear written directions to the conference site. On the directions, include the phone number and the cell phone of a key conference committee member. Note where to park, the presentation times and what room they will be speaking. 

            Conference Program. Get a quality photo and short bio on the speaker. If you adjust the bio that the speaker provides you, email the revised copy to the speaker to verify that it is correct. Ensure that the speaker’s email, website, home city and phone number is noted. Many delegates will hold onto their program for a long time and will use the information in it to contact speakers that they enjoyed. The speakers will appreciate your help in promoting their work. Conferences are a speaker’s number one form of promotion! 

            Introducing the speaker. Most speakers have a set introduction that they provide. Have this emailed to you early so that the person doing the introduction can be comfortable with it. If a speaker does not have a pre typed intro, ask them to provide a short one. For example, local leaders who are providing a workshop will probably not have something, so just ask for them to create something short. 

            Speaker Needs. Ensure you have each speakers needs for AV equipment, writing pads, overheads, projectors. If you are having trouble providing their needs, inform them so they can make adjustments. All speakers will want bottles of water. A sound system is a must if more than 150 to 200 people in a room. Will they be selling books afterwards? Have leaders available to help with the selling. Please ensure that you clearly tell the speaker WHEN you want the presentation to END. 

            Workshops & Breakouts. If possible, have a leader designated to each workshop leader. They will spend their entire time with the speaker. They will introduce the presenter at the beginning of the session. They ensure that the speaker has everything they need. Sit through the workshop and be available to help. At the conclusion, briefly give a thank you. Help clean up the room. Help them sell books they may have. 

            Workshop Room Designation. Ask presenters if they are going to get their participants to be “loud” in their program. If yes, try to get their workshop placed at a distance from the other sessions so they do not disturb the other presenters. If you are in a hotel situation, the dividing walls between breakout rooms are often very thin. As well, if at a hotel, they may have other groups having meetings. Inform the hotel of the loud nature of some of the workshops and that these other groups should be placed at a distance.  

Preparing the speaker. Is there a dress code for a meal? Please inform the speaker so they come prepared!

What is the theme of the conference? How is your team incorporating the theme into the conference events, workshops and speakers? Again, inform the speaker so that they can add these insights to their presentation.  

SPEAKERS BIGGEST PET PEEVES:

1. No welcome package and no name tag.

2. Not being informed that there is a dress code for a meal.

3. Poor sound system quality.

4. The program does not have the bio & summary the speaker provided (I can’t believe how often this happens!!)

5. Not printing the speaker’s website in the program.