Speakers are required to be confirmed as soon as possible so you can confirm their availability and for promotional material. The speaker (particularly one that is high profile), will be a huge drawcard to attract guests to your event.
To ensure your event is successful, it is important to provide your speaker(s) with a comprehensive briefing prior to the day to ensure they can tailor their address to the audience in attendance. Refer to an example of a Speaker Briefing Document.
Please consult the Event Protocols (section 3.3) if a member of the executive staff is speaking at your event and what you will need to provide to the OVC.
Confirm the following details in writing:
Event dates, times, venue(s)
Background information and reason for the event
Duration and style of the presentation
Details of the expected audience
Information on other speaker(s), MC and VIPs expected to attend
Specific requirements the speaker might have, such as audio visual and dietary restrictions, parking
Ensure that the speaker is introduced at the event by an appropriate staff member (the host or MC)
Confirm any other activities that the speaker(s) may take part in, such as the signing of documents
Obtain a copy of their PowerPoint presentation so this can be pre-loaded (if applicable)
If applicable, obtain a copy of the speech for distribution to the media (if appropriate)
Consent to record event, website, social media (if applicable)
Cost and payment terms
Contact person to meet and greet and mobile number in case they need to contact you on the day
Speaker’s Travel and Accommodation Costs
Travel arrangements (ie. economy or business)
Accommodation arrangements (ie. 4 star, non smoking)
Getting to and from the venue (ie. cab vouchers, hire car)
Food and beverage (ie. meals, mini bar)
Other expenses (ie. dry cleaning, phone calls)
Please note: It is worth clarifying the items that the University will be paying for and the maximum allowance for meals. Note what is not covered under their expenses, ie, mini bar, dry-cleaning, phone calls,etc. If you are booking the accommodation, these details will need to be provided to the hotel when the booking is made.