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Coordinating Speaker Logistics for an Event

Updated: Dec 6, 2023

Coordinating an event is like orchestrating a symphony. Every instrument, or in this case, every element, needs to play its part harmoniously. One of the key players in many of the events we are involved with are the speakers. Ensuring a smooth and hiccup-free experience for them is crucial, as their presentation can make or break the event's success. When designing an event with one or more speakers, there are many pieces that come into play - here’s what goes into coordinating speaker logistics for an event:

1. Selection and Confirmation

a. Identify Potential Speakers: We work with the client and start by creating a list of potential speakers who align with the event’s theme and can engage the audience effectively.

b. Initial Outreach: We use a formal invitation method, be it an email or a phone call, to discuss the possibility of them speaking at your event.

c. Confirmation: Once they've agreed, we send a formal confirmation detailing the date, time, venue, and any other crucial information. This acts as a preliminary contract and ensures clarity.

2. Understanding Their Requirements

Every speaker is unique and will have specific requirements. Some might need certain tech amenities, while others might have specific dietary needs or prefer a particular kind of accommodation.

a. Technical Needs: Understand if they require microphones (lapel, handheld, or headset), projectors, clickers, or any other special equipment.

b. Presentation Material: Check the format they'll be providing their slides or videos in and ensure compatibility with our AV setup.

c. Green Room Facilities: Some speakers might need a space to relax or prepare right before their session. Arrange for a quiet room with refreshments if required.

3. Contract and Honorarium

We formalize the engagement with a contract that states the terms and conditions of their participation, including the honorarium, travel, accommodation, and other perks. Be clear about payment terms, such as advance payments or post-event settlements.

4. Travel and Accommodation

a. Travel Arrangements: Based on the agreement, we help book their flights or other modes of transport, ensuring they travel comfortably, especially if they're coming from far away or are a high-profile speaker.

b. Accommodation: We help to reserve hotel rooms, keeping in mind the proximity to the event venue. The accommodation should be comfortable, secure, and provide all necessary amenities.

c. Local Transport: Organize transport from the airport to the hotel and from the hotel to the venue. This ensures punctuality and convenience.

5. Pre-event Communication

We send reminders as the event approaches, share a detailed schedule, inform them about any changes, and provide a point of contact for any questions they may have.

6. On-the-day Coordination

a. Personal Point of Contact: We assign a dedicated team member to assist the speaker on the event day. This person should be available to cater to the speaker's last-minute requirements or address any concerns.

b. Tech Rehearsal: We ensure the speaker has time to do a technical check, familiarizing themselves with the stage, mic, and presentation setup.

c. Introductions and Transitions: We brief the person introducing the speaker and ensure smooth transitions between different segments of the event.

7. Catering and Dietary Needs

It’s important to ask in advance about the speaker’s dietary preferences or restrictions. Then we’ll make sure meals, snacks, and refreshments align with their needs, especially if they'll be spending the entire day at the event.

8. Feedback and Post-event Communication

After the event, we ask for feedback from the speaker. Their perspective can provide valuable insights for future events.

9. Emergency Backups

Always have a contingency plan. What if the speaker’s flight is delayed or there's a technical glitch? Backup speakers, pre-recorded sessions, or alternative tech solutions on standby help in these situations.

10. Documentation and Record Keeping

We maintain meticulous records of all communications, transactions, and feedback related to the speaker. This not only helps in settling any potential disputes but is also useful when planning future events.

11. Audience Interaction

If the speaker is open to it, arrange for Q&A sessions, meet-and-greets, or book signing events. This can enhance the audience’s experience and make the event more interactive.

Coordinating speaker logistics is a blend of meticulous planning, clear communication, and contingency management. Ensuring that a speaker has a seamless experience translates into a successful presentation, leaving a lasting impact on the audience. As event management professionals, it's essential to recognize that while the audience's experience is paramount, the experience of those on stage is equally crucial. With years of experience managing speakers around the globe, we can coordinate speaker logistics with ease. We’ll handle speaker registration, manage schedules, produce session materials and perform onsite management support. We’ve got everything covered to ensure your speakers are happy and their sessions are well organized.

Learn more about our eventi Production’s Speaker Logistics here and when you’re ready, send us a message with your questions about your next event.


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