core CoMPetencies

As with all aspects of meeting planning, the first step to speaker selection is to review the objectives of the overall meeting as well as those of each specific session. Determining your audience's needs and preferences when it comes to speakers and content is imperative … as is communicating the program and session objectives to speakers. You also need to establish the program agenda to determine when sessions will take place (days, dates, and times). This information is required in order to find out speaker availability. Prior to finding and selecting appropriate speakers, you also need to determine your budget for speaker fees/honoraria, and expenses.

Once you determine the type of speaker who will best match the objectives of the session, the session format (keeping adult learning principles in mind), and the budget, there are five types of speakers to consider:

• facilitator ‰ professional speaker
• volunteer speaker
• celebrity
• industry expert.

If the budget is tight, you may want to research volunteer speakers or your own employees/members to present sessions. Just make sure that they are experienced presenters, subject matter experts, and willing to meet the objectives of the program.

Other kinds of speakers can be found using various resources. Using a speaker bureau provides a liaison to help manage and communicate with speakers. Bureaus have extensive knowledge of which speakers will best meet your needs - however, there is a cost for these services. Another way to find a speaker is an industry colleague's recommendation or referral; someone who has used the speaker with success. Again, your audience needs and objectives may not match your colleague's, so this may not be a perfect fit. Professional organizations that are related to the session topic or those specifically for speakers (National Speakers Association, NSA) can also be helpful in finding the right speaker. Using speaker directories (online or other) is not a valid way to find a speaker, as most of these directories will list anyone who pays a fee.

Once you have located potential speakers, it is best to view the speaker live at another program. If this is not possible, then review a video or DVD of the speaker presenting at a meeting, but make sure you see their entire presentation (preferably showing audience interaction) and understand that meeting's program and the objectives. Listening to an audiotape of the speaker is not recommended, as you don't see the speaker's body language or his/her interaction with the audience. Make sure to check references and get testimonials and speak with those providing them. The speaker's bio/resume/credentials should also be reviewed and verified. If s/he has authored any books or articles, you will want to review those as well. It is a good idea to require membership in professional speaker organizations, such as NSA or subject matter associations. You may even require certification (CSP, certified speaking professional).

Editor's Note: Part 2 of this topic will focus on communicating with and taking care of your speakers and will appear in the February 2007 issue.

° Vicky Betzig, CMP, is president/owner of Meetings Industry Consulting and has more than 20 years of experience in managing meetings, conferences, conventions, trade shows, and events. She has extensive experience in the development, production, and facilitation of CMP study programs and is a nationally recognized trainer, presenter, and author (the co-recipient of PCMA's 2004 Author of the Year Achievement Award) on a variety of meeting management topics. She can be contacted at vabetzig@mindspring.com.

The Certified Meeting Professional (CMP) designation, the foremost certification program of today's meetings, conventions, and expositions industry, recognizes those who have achieved the industry's highest standards of professionalism. For more information on obtaining the CMP?designation, please contact the Convention Industry Council at www.conventionindustry.org. For more information on PCMA's CMP programs, please visit www.pcma.org.