ADMINISTRATION

Financial

·   What is the speaker’s fee or the honoraria to be paid? How and when will that payment be handled?

·   If no fee or honoraria, is there any other form of compensation for which the variable costs need to be included in the budget?

·   Will we be paying for the speaker’s airfare?

·   Will we be buying the ticket or reimbursing the speaker for it?

·   Are there contractual specifications for or limits on what fare we will pay for (economy, business class, first class)?

·   Will we be paying for the speaker’s hotel accommodations?

·   Are there incidentals (meals, ground transportation, etc.) that we will or will not reimburse?

·   Will speaker thank you gifts need to be purchased?

Human Resources

·   Who is responsible for or has the authority to conduct speaker selection?

·   Who will serve as the pre-event liaison for the speakers?

·   Who will serve as the on-site liaison for the speakers?

·   Do we need someone to meet the speaker at the airport?

·   Do we need an escort for the speaker to the site and / or on site?

·   Who will give the introduction for the speaker’s session?

Information

·   How will we collect session proposals or abstracts?

·   How will we handle correspondence with the speaker, e.g. session acceptance / denial, invitations, confirmations, thank you letters, etc.?

·   What forms will we need the speaker to fill out, e.g. AV requests forms, room set-up requests, session taping approvals, etc.?

Procurement

·   What types of speaker solicitation documents will we use, e.g. call for papers, call for abstracts, session proposal forms, etc.?

·   What specifications need to be included in solicitation materials, e.g. acceptable / suggested topics, session deliverables, target audience or content track, etc.?

·   What equipment or services will be need to be ordered for this speaker’s presentation, e.g. projection equipment, audience response systems, staging, captioning services, etc.?

·   How will we handle on-site changes and other requests?

Stakeholders

·   Are there any controversial issues surrounding this speaker that might cause problems in connection with his/her appearance, e.g. opposition, potential protests, political affiliations, etc.?

·   Are there strategic economic or political alliances that may be developed or enhanced by selecting this speaker?

·   How will the performance of this speaker and the value of his/her appearance be evaluated? How will this be used in communications with various stakeholders or stakeholder groups?

Systems

·   How will the speakers selected be incorporated into database systems, e.g. registration, badge processing, membership, etc.?

·   Will we be using an abstract management system for online submissions, speaker communications, PowerPoint and handout collection, etc.?

Time

·   When do we need abstracts or session proposals submitted?

·   By when do sessions and speakers need to be selected and confirmed?

·   How and when will we schedule sessions and presentations, e.g. time slots, tracks, keynotes, etc.?

·   How long will sessions be, e.g. one hour, 90 minutes, half-day, etc.? How long will this speaker’s presentation be?

·   How will we handle scheduling for speakers providing numerous different or repeat sessions?

DESIGN

Content

·   Has a needs assessment identified this topic or this speaker as suitable or desirable?

·   Has this topic been identified as necessary to meet educational requirements?

·   In what way is this speaker qualified to deliver this content?

·   What format will be used for this topic, e.g. keynote speech, facilitated interactive presentation, workshop, etc.?

·   How will we ensure speaker will deliver valuable content without blatant commercials for his/her products or services?

Entertainment

·   Will the speaker need a specific rehearsal time or period?

·   Will the speaker need a special room where he/she can organize or prepare for his/her presentation?

·   Will the speaker be expected to be part of or involved in any ancillary activities, e.g. golf tournament, exhibits, receptions, book signings, etc.?

·   Does the speaker need any coaching regarding presentation skills?

Environment

·   What type of seating configuration does the speaker desire / require, e.g. theater style, classroom, round table, etc.?

·   Does the speaker need special equipment, décor, or supplies procured and/or delivered?

·   Will the presentation include audience participation, and, if so, what will that require, e.g. steps onto stage, special aisles, etc.?

Food & Beverage

·   Will speaker be invited to or included in some / all meal functions for the conference?

·   Does the speaker have any dietary requirements?

·   Will exclusive water stations / bottled water be provided for speakers?

·   Will there be refreshments provided in a speaker ready room?

Production

·   Will the speaker be providing a PowerPoint and/or video presentation?

·   Does the room need special lighting for his/her presentation, e.g. darkened room, spotlighting, etc.?

·   What type of microphone(s) will be required, e.g. lectern, hand held, wireless, standing, etc.?

·   Will the speaker be using or demonstrating any special or theatrical effects, e.g. pyrotechnics, fog effects, sound effects, etc.?

Program

·   Where in the program agenda does this speaker appear, e.g. day, time slot, track, etc.?

·   Are there any scheduling conflicts that will affect attendance at this speaker’s presentation?

·   Is this session required for specific credits or certificates, and, if so does this session meet educational requirements, e.g. duration, content level, etc.?

·   Can this session accommodate anticipated attendance, e.g. room capacity, repetition within agenda, etc.?

Theme

·   Is there linkage between this presentation and the theme of the conference?

·   Will conference branding need to be included on handouts and/or PowerPoint presentations?

·   Has speaker been advised of any cultural or corporate customs on what must be avoided or incorporated into his/her presentation, e.g. attire, jargon, current events, gestures, etc.?

MARKETING

Marketing Plan

·   Is this speaker appropriate for or affiliated with the conference’s target market?

·   Does this speaker offer an entry into specific niche markets that could be exploited, e.g. track categories, exhibitors, etc.?

·   Has this speaker presented at previous conferences, and, if so, what were the satisfaction scores from previous evaluations?

·   Should this speaker be specifically highlighted in promotional activities?

Materials

·   What materials are needed from the speaker, e.g. handouts, PowerPoint presentation, etc.?

·   Will the speaker be providing additional handouts or amenities only at the session, e.g. checklists, workbooks, samples, etc., that need to be approved and/or promoted?

·   How will speaker be promoted in the program book, e.g. bio, photo, session description, etc.?

·   Will speaker presentations and/or handouts be provided to attendees in a handbook, CD, and/or on the web?

Merchandise

·   Will the speaker be allowed to sell own books or other products after his/her session?

·   Will audiotapes of the sessions be created for sale to attendees?

·   Will the speaker be asked to provide items for conference amenities or prizes, e.g. books, discount coupons, etc.?

·   Will speaker be given logo-imprinted items as thank you gift or in-room amenity?

Promotions

·   How, where, and when will speaker solicitation activities be conducted?

·   What materials do we need the speaker to provide for promotional activities, e.g. photo, bio, session description (including key words and/or deliverables), etc.?

·   In what format do we need these materials, e.g. digital photo and resolution, word count limits on bio and session description, minimum of three session deliverables, etc.?

·   Where will we include these materials, e.g. advance program, web site, blast e-mail and print advertisements, etc.?

·   Will speaker be offered personalized promotional materials for his/her own marketing activities or cross promotions?

Public Relations

·   Will speaker be suitable and available for interviews with the media?

·   Is speaker able to provide articles that may be submitted to industry publications in conjunction with the conference?

·   Are position statements and background information prepared for any controversial issues the speaker or his/her appearance may incite?

Sales

·   Will attendance at this speaker’s presentation require an additional charge or ticket?

·   Will speaker’s books and/or products be made available for sale by the conference before, during, and/or after the conference?

·   Will speaker allow the sale of audiotapes or videotapes of his/her presentation, and, if so, will there be any commission on sales paid to the speaker?

Sponsorship

·   Will this speaker’s appearance or presentation be suitable for packaging as a sponsorship?

·   Will this speaker’s appearance or presentation jeopardize any existing or potential sponsorship agreements?

·   Will the speaker be expected to make any special appearances or accommodations in conjunction with a sponsorship, e.g. hospitality functions, session introductions by sponsor, recognition of sponsor in presentation, etc.?

OPERATIONS

Attendees

·   Will attendees need to pre-register for this specific session in order to manage capacity limitations and/or minimums?

·   How will access to presentation be controlled, e.g. name badge, ticket, etc.?

·   How will CEU or other continuing education credits be tracked and reported?

·   Will expected or expressed popularity of this speaker or topic suggest repetition or expansion of this session or other crowd management strategies?

Communications

·   Has speaker been provided with contact name and numbers in case of travel problems or appearance cancellation?

·   Has speaker provided his/her contact information for conference updates and in case of program changes or cancellation?

·   When and with whom should speakers check-in to ensure their timely arrival?

·   Has speaker provided on site contact numbers, e.g. cell phone, hotel number, etc.?

Infrastructure

·   Does speaker need ground transportation provided?

·   If not, will speakers be provided with a designated parking area, or will parking fees be reimbursed?

·   Will this presentation generate any dangerous or hazardous waste, e.g. medical waste, chemicals, fire hazards, etc.?

·   Does this presentation or demonstration require any special utility hook-ups or services, e.g. Internet access, water, machinery, etc.?

Logistics

·   Does this presentation have extensive or unusual move-in / move-out requirements, e.g. length of set-up time, special displays, expansive AV requirements, etc.?

·   Does this presentation or session have any special machinery or equipment requirements, e.g. vehicles or apparatus, poster boards, waste containers, etc.?

·   Will speaker be charged for special room set-ups or services?

Participants

·   Are speakers given a complimentary registration package to the conference?

·   Will there be a separate registration desk for speakers?

·   Are speaker credentials (badges) different from other attendees, and, if so, how?

·   What instructions need to be provided to the speaker, in what form, and when?

·   Is the speaker bringing a guest or assistant who needs admittance credentials?

Site

·   In what room (location) will this session be held?

·   Will this session restrict use of the meeting room or adjacent areas, e.g. room clearing and cleaning, noise levels, pedestrian traffic limits, etc.?

·   Will speaker have an exhibit booth in the trade show?

·   If a speaker ready room or green room is to be provided, where will it be?

·   Will this speaker be housed in the headquarters hotel?

Technical

·   What staging will this presentation require, e.g. stage, platforms, display tables, lectern, etc.?

·   What AV equipment is required and will this speaker need technical assistance before the presentation?

·   Will technicians be required to operate any equipment during this presentation?

·   How will the speaker be advised regarding wireless microphone usage, e.g. turning it off during private conversations or when in the toilet?

·   What attendance tracking devices will be used and when, e.g. bar code scanners, RFID readers, etc.?

RISK

Compliance

·   How will we verify speakers are not using copyrighted materials other than their own?

·   What permissions do we need from the speakers to publish their copyrighted material?

·   Does this session include proprietary material that requires prohibition of recording by attendees?

·   What devices or services will be required to ensure this presentation is ADA compliant, e.g. assisted listening devices, captioning, sign language interpreters, etc.?

·   Does this presentation require any special permits, e.g. pyrotechnics, imported flowers, food preparation, etc.?

Decisions

·   How are speakers and session topics approved, e.g. peer review, program committee, etc.?

·   What do we do if complaints are received regarding a speaker’s presentation or behavior?

·   What contingency plans do we need for speaker no-show, equipment malfunctions, etc.?

Emergency

·   Does this speaker have any medical conditions that we need to be prepared for?

·   Will the speaker be asked to take any role in emergency management, e.g. exit location announcements, attendee sign-in manifest, etc.?

·   How will speaker be advised of the communication protocols in case of a crisis, e.g. calling security to report incidents, referring all media inquiries to official spokesperson, etc.?

Health/Safety

·   Will the room capacity for this session accommodate the likely attendance?

·   If demand exceeds capacity, how will we control access and accommodate those turned away?

·   Will any equipment or activities in this session block any exits?

·   Will any potentially hazardous materials, supplies, or equipment be used in this session, and, if so, how will these be controlled?

·   Will any participatory activities be conducted in this session that could cause injury or illness?

Insurance

·   Is this speaker’s participation in the conference covered in our current insurance policies?

·   Is loss of or damage to this speaker’s equipment covered under our current policies?

·   Does this presentation require any special liability coverage?

·   Does this session require waivers of indemnity signed by participants?

Legal

·   Will we have speakers sign a contract regarding their appearance at the conference, and, if so, what will it need to include?

·   What consent approvals will we need in order to record (audio and/or video) the speaker’s session(s) and make these available for sale or download?

·   What consent approvals (implicit or explicit) do we need in order to photograph the speaker and/or audience for print or electronic promotional materials and publications?

·   Are there any disclaimers needed in conjunction with this speaker or his/her presentation?

Security

·   Will security personnel be required to control access to this session?

·   Will security personnel be required to guard any equipment or materials used in this session?

·   Will security personnel be required to protect the safety and welfare of this speaker?

·   Will this speaker be providing his/her own personal protection personnel, e.g. Secret Service, bodyguards, etc.?

·   Will this speaker’s appearance involve any special security protocols, e.g. canine room sweep, bag check and walk-through magnetometer, identification and/or background checks, etc.?