Step 22, Part 2: The Care and Feeding of Speakers

In the December installment of this column, we focused on the basics of speaker selection. Once you have your speakers lined up, it is imperative that you stay in regular communication with them. Here are the elements of good communication:

Letter of agreement/contract - also called the invitation/confirmation letter, details should include the overall program and audience; program and session objectives; specific session information (day/date/time/location); your expec- tations (including format and presentation style recommendations for best adult learning); fees/honoraria; and expenses. This letter should be sent as soon as the speaker is selected and confirmed as available.

Outline of the session content - should be requested/required of the speaker, typically three to four months prior to the program and include not only content, but also presentation/delivery method or style. This outline should be reviewed for appropriateness of material and delivery in terms of meeting the session's objectives.

Regular correspondence - information about the program, objectives, attendance, audience demographics, and other speakers should be sent on an ongoing basis.

Reminders - should be sent to speakers at least 30 days prior to the program, reiterating all information that was sent in the letter of agreement.

Miscellaneous communication - may include: copyright waiver; conflict of interest statement; authorization to audio/videotape or Webcast; travel, registration, housing, ground transportation forms or instructions (including specific expense guidelines/policies); audiovisual request form and guidelines that best meet the session's objectives; and thank-you letter/evaluations, which should be sent immediately following the program. Evaluation summaries should include all comments - good and bad - as speakers need this feedback.