Guest Speaker Coordinator
Welcome to the Judging and Awards Coordinator’s planning timeline. Browse the tabs below to navigate through the planning process and post-planning responsibilities for this role.
Month 2
- Brainstorm keynote speakers
- It is important to contact potential speaker(s) as early as possible, particularly if they are outside the Atlantic region. When determining possible speakers, consider:
- Theme of conference
- Last year’s organizing committee’s recommendations
- References from others who have heard the speaker
- Travel costs – confirm budget with Treasurer
- Can the speaker’s visit be combined with other speaking engagements, thus providing cost sharing among institutions?
- It is important to contact potential speaker(s) as early as possible, particularly if they are outside the Atlantic region. When determining possible speakers, consider:
- Short list speaker options and contact for availability.
- Contact potential speakers one at a time, in order of preference. Give each a short follow up time (a week or less) to determine their interest/availability. Move down the list only after the previous potential speaker has said no. It is inappropriate to disinvite a speaker if your preferred speaker says yes after you’ve asked someone else.Provide the following information to potential speakers:
- Theme and dates of conference
- Length of time of talk
- Costs covered: travel, accommodations, conference registration and banquet ticket.
Please note that an honourarium or speaking fee is not provided.
- Contact potential speakers one at a time, in order of preference. Give each a short follow up time (a week or less) to determine their interest/availability. Move down the list only after the previous potential speaker has said no. It is inappropriate to disinvite a speaker if your preferred speaker says yes after you’ve asked someone else.Provide the following information to potential speakers:
Month 4
- Obtain confirmation from chosen speaker(s).
Month 8
- Obtain photo, presentation title, and abstract from each guest speaker for Webmaster to include on website.
- Determine A/V needs of speaker(s).
- Arrange travel and accommodations for speaker(s).
Month 10
- Reconfirm speaker(s): confirm dates, conference theme, length of talk, talk title, A/V requirements, travel arrangements, special needs, etc.
Month 12
- Secure gifts and gift wrap for speaker(s). Confirm budget with Treasurer (typically $25-$50 per speaker).
- Determine who will introduce the speaker(s) at the conference
- Draft speaker introduction(s) to be given verbally at the conference before their talk(s).
2 Weeks Before
- Send speaker(s) logistical information (directions, parking, conference agenda, etc.)
- Confirm photo, title, and abstract for each speaker are included in conference program
During Conference
- Personally greet speaker(s) at conference (or airport/hotel if you are meeting them there).
- Confirm needs of speaker(s) are met (A/V, food, etc.).
1 Week After
- Send thank-you letter(s) to speaker(s).
- Write recommendations for next year’s organizers, including potential speakers who were unable to participate this year but would consider speaking in the future.
1 Month After
- Ensure speaker transportation receipts have been provided to Treasurer for reimbursement.