Conference Tips | Presenters
Create a master list of prospective speakers as a minimum a year ahead of the conference noting the number of speakers needing full aid, especially from distant locations. Presenters who can cover some or all their own personal costs are specially beneficial.
Maintain tight control over the mechanisms for lecturer decision and of communications with speakers to minimize risks having too many presenters or overlapped speakers; choose keynote speaker but keep in mind a last minute backup key note speaker
Seek a good balance between big named speakers and others with out wide popularity but who may have abundant field experience highly relevant to the conference mandate; seek an appropriate balance in accordance with gender, minority and non minority, developed less developed country of origin, and student nonstudent status.
Many initial invites are going to be by way of personal contacts and also by the phone however the follow-ups must be created using written invitations. These should include: date, time and if advised, other panelists at the time of speaker’s involvement; obtain a short biography and verified contact details (with specified deadline); query as to any special Audio visual needs; request for PowerPoint presentations 7 days prior to conference; agreed upon terms of support of speaker (lodging, meals, enrollment, transportation, etc.) and reimbursement procedures (eg, are receipts necessary, will a fixed amount be paid, and advise presenters of any intentions to post PowerPoint files on world wide web. Some speakers may be able to cover their own costs and, if they’re capable, they should really be asked to do this!
Obtain speaker biosketches and contact information well ahead of time; provide deadline for their submission; be ready to draft and submit for review biography prepared from much longer submissions by presenters
Officially thank presenters at the end of conference and arrange for thank you letters by suitable person to invited speakers after the conference. Think about making small presenter gifts.
Consider assigning key conference organizing members to be special contacts for presenters throughout the conference
Put speakers’ PowerPoint presentations on a master disk or pc so that presentations flow easily. Test functioning of products and electronic presentations ahead of time.
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