Get the right speakers for your next conference

by Physio Adelaide on June 6, 2011

Conference Tips | Speakers

Create a master list of likely presenters as a minimum one year before the conference noting the number of presenters which requires full guidance, especially from remote places. Presenters who are able to handle some or all of their own costs are especially valuable.
Keep tight control over the procedure for speaker choice and of communications with speakers to reduce risks of getting too many presenters or over lapped presenters; choose key note presenter but have in mind a last moment back up key note speaker
Seek a good balance between big named speakers and the ones with out wide recognition but who definitely have plentiful field experience strongly related to the conference mission; seek the proper balance according to sexual category, minority and non minority, developed less developed country of origin, and student nonstudent standing.
Most primary invitations will probably be by means of individual contacts through the phone but the follow-ups ought to be made with written invitations. These ought to include: date, time and if indicated, other panelists at the time of speaker’s involvement; obtain a quite short biography and verified contact information (with specified due date); query as to any special A-V needs; request for PowerPoint presentations a week before conference; agreed upon terms of support of speaker (accommodations, meals, enrollment, transportation, etc.) and reimbursement procedures (eg, are receipts needed, will a fixed amount be paid, and advise presenters of the intentions to publish PowerPoint files on world wide web. Some presenters may be able to cover their own expenses and, if they are capable, they ought to be asked to do this!
Obtain speaker biosketches and contact information well in advance; provide deadline for their presentation;  plan to write and submit for review biosketches prepared from much longer submissions by presenters
Formally thank presenters at the end of conference and arrange for thank you letters by suitable person to invited speakers following your conference. Consider making small speaker presents.
Think about assigning key conference preparing people to be special contacts for presenters throughout the conference
Put speakers’ PowerPoint presentations on a master disk or computer so that presentations flow without problems. Test functioning of equipment and electronic presentations ahead of time.

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Venues in Adelaide

We are pleased to provide this information, however you should ensure you consult the appropriate professional for the services you seek. 

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