Author Archive

Yvon Douran

oliticians, VIP’s and celebrity speakers often expect to bring their spouse or an aide with them when they travel. If other parties are involved make sure you have something in writing that outlines what the understanding is regarding lodging and food reimbursement. If you retain your speaker’s services well in advance of your conference date he or she may be able to arrange other engagements close to your meeting date and location. If this happens, it could mean you save on the speakers travel expenses as this cost would then be shared.

If you would like your speaker to attend social events before or after the presentation, be sure the speaker is aware of your request well in advance. In many cases a speaker will spend the time right before his/her presentation preparing to go on the platform. Speakers are usually happy to attend extra events if given sufficient notice. Be aware, however, that some speakers prefer not to attend social events and some charge extra for any additional time spent.

Be sure to get the speaker’s photograph and biographical information to ensure you have what you need for any publications (programs, brochures, newsletters). The speaker will also provide you with an appropriate introduction.

Send the speaker as much information as possible about your organization including company newsletters, annual reports and any relevant meeting bulletins. Also send the speaker copies of any material mentioning his or her presentation.

Many speakers and seminar leaders have written books and produced cassette tapes of their programs. Create a mutual understanding about what promotion of their materials will be allowed.

Mention of products being available can be made immediately following a speaker’s presentation. Attendees often benefit from material that extends the value of the presentation. If you want to make an audiotape or videotape of a presentation be sure to get signed authorization in advance.

1. Check contracts for accommodation requirements.

2. Bars, snacks and complimentary buffets.

3. Transportation – to and from the event and to and from the airport – limousines, helicopters, private planes.

4. Welcome and hospitality arrangements in place.

5. Reference material about organization supplied to speaker well in advance.

6. Outline of speech received prior to event.

7. Date given for when biography, headshot and introduction to be received.

8. Arrangements for any other person(s) traveling with the speaker.

9. Be aware of VIP’s personal preferences i.e. likes golf, will attend banquet, meet and greet.

10. Send out thank you letters.

11. Gifts – either delivered to room during conference, presented following speech or sent after the event.

12. Allow time for questions from the audience following speaker’s presentation.

Yvon Douran

Meetings are as diverse in their purpose and structure as the speakers who are on the platform at these meetings. They can be international, national, regional. They can be internal meetings, external meetings, sales meetings, client conferences, user conferences, annual conferences or leadership retreats.

Once you have determined the purpose, theme and structure of your meeting you will have a better idea of your speaker needs. The following descriptions will help you define exactly how you utilize a speaker’s services:

Keynote Speaker (keynote – the main idea or theme).

In public speaking the word keynote refers to the principal underlying theme of a larger idea hence the topic that a keynote speaker addresses usually relates to the reason or purpose behind a meeting.

The keynote address or keynote speech:

An opening keynote speaker is bought in to set the underlying tone and summarize the core message or most important revelation of the event. A closing keynote speaker will be engaged to end a conference on a high note. If an event is held over a longer period of time, it is not unusual to have a different keynote speaker for each day of the event. Often referred to as “featured keynote speaker”

General Session Speaker

A well chosen general session speaker can contribute a lot to a successful meeting and help to make it dynamic, productive, informative and memorable. Adding good quality audio, video, lighting, special effects, custom stage sets and theatrical scenery can also help to create an environment of energy and excitement Organize general sessions where the attendees can actively learn and take away new skills they can apply in their organizations and in their lives.

Plenary Speaker

When a speaker is referred to as a plenary speaker that person is often from within an organization, the same industry or a related industry. As opposed to a professional speaker or independent expert on a particular subject who is bought in to be a marquee keynote speaker.

Plenary Sessions

These are often concurrent sessions that focus on issues important to an industry sector or a particular aspect of a practice applicable to all industries. Mini-plenary sessions are usually open to all registrants.

Breakout Session Speaker

Typically a breakout session speaker is not on the main platform. A breakout session is a more focused session that is typically one hour to 2 ½ hours in length. Often breakout sessions are offered simultaneously in different meeting rooms and attendees decide which sessions that wish to attend. A main stage keynote speaker is sometimes asked to give a breakout session that immediately follows the keynote address. This provides an opportunity for attendees to participate, interact and learn more – they do not get this opportunity when they sit and listen to a keynote address.

Yvon Douran

Exciting new technologies like interactive computer use, live video enhancement of speakers, and teleconferencing can be utilized but the associated cost of these new technologies can be steep. The type of AV support you will need for your meeting or event may be simple or more complex. Be sure to review all your options and plan ahead:

• Get a list of all speakers’ needs well in advance of your meeting date and schedule a rehearsal.

• Allow for rehearsal and set-up time in your meeting rooms.

• Give speakers a chance to rehearse with equipment they will be using.

• Test equipment immediately prior to the beginning of the event. Check acoustics

Clap your hands sharply… talk loudly… listen carefully

Check to see if there are any echo’s or dead spots.

Do drapes or acoustic panels need to be added.?

Plug-in and test the audio.

Is the public address system working?

Is there any feedback at working level?

Are the speakers correctly placed?

Are there enough microphones, cords, stands?

Have spare bulks and extension cords on hand.

If you are taping, is the tape recorder microphone working? Check to see if you have to erect a stand or move a table

Is the audiovisual the right distance from the screen, rigid and level?

Know the location of circuit breakers and fuses

Have spare fuses and standby circuits ready

Test the intercom system.

Is the emergency work light ready?

• Having a technician available to attend to your needs throughout the meeting may be your best insurance policy.

• If the facility where you are holding your meeting has AV equipment available check to make sure it is in good working order.

• Remember that poor-quality AV equipment can ruin a meeting.

To maximize your audio visual budget, try the following:

• If using an outside vendor, choose a reputable company and reserve equipment early. If you have never worked with the supplier before, ask for references and check them.

• Negotiate all costs. Package deals are good for you and the rental companies. If they know your needs and have your timelines, it will be more cost effective.

• Make sure all agreements are in writing. If one company is not able to meet your needs, look at other companies until your needs are met.

• Provide clear instructions in writing. Include agendas and room layouts so your vendors know exactly what you expect.

• If you need help, find experienced production managers and technicians to oversee the AV portions of your event. Introduce yourself to the technicians who will be working your event, and find out how to contact them should the need arise.

• Barter goods and services with your rental companies. They may want to advertise in your publications, exhibit at your trade show, or acquire leads from your attendees.

• Guaranteed performance is often a policy of AV companies. They will compensate clients for rental costs in the event of equipment failure. Even better, many will provide on-site back-up.

Check the audio-visual equipment that is available at the meeting facility you are using. Many facilities have their own in-house audio department. Ask if any audio-visual equipment is included in your room charge? Be sure to check out the quality and age of the equipment provided.

Most facilities only provide a podium and microphone, so you will need to rent additional equipment from a qualified local audio-visual rental company. The facility where you are holding your meeting or the local Convention and Visitors Bureau can provide recommendations.

Yvon Douran

Exciting new technologies like interactive computer use, live video enhancement of speakers, and teleconferencing can be utilized but the associated cost of these new technologies can be steep. The type of AV support you will need for your meeting or event may be simple or more complex. Be sure to review all your options and plan ahead:

• Get a list of all speakers’ needs well in advance of your meeting date and schedule a rehearsal.

• Allow for rehearsal and set-up time in your meeting rooms.

• Give speakers a chance to rehearse with equipment they will be using.

• Test equipment immediately prior to the beginning of the event. Check acoustics

Clap your hands sharply… talk loudly… listen carefully

Check to see if there are any echo’s or dead spots.

Do drapes or acoustic panels need to be added.?

Plug-in and test the audio.

Is the public address system working?

Is there any feedback at working level?

Are the speakers correctly placed?

Are there enough microphones, cords, stands?

Have spare bulks and extension cords on hand.

If you are taping, is the tape recorder microphone working? Check to see if you have to erect a stand or move a table

Is the audiovisual the right distance from the screen, rigid and level?

Know the location of circuit breakers and fuses

Have spare fuses and standby circuits ready

Test the intercom system.

Is the emergency work light ready?

• Having a technician available to attend to your needs throughout the meeting may be your best insurance policy.

• If the facility where you are holding your meeting has AV equipment available check to make sure it is in good working order.

• Remember that poor-quality AV equipment can ruin a meeting.

To maximize your audio visual budget, try the following:

• If using an outside vendor, choose a reputable company and reserve equipment early. If you have never worked with the supplier before, ask for references and check them.

• Negotiate all costs. Package deals are good for you and the rental companies. If they know your needs and have your timelines, it will be more cost effective.

• Make sure all agreements are in writing. If one company is not able to meet your needs, look at other companies until your needs are met.

• Provide clear instructions in writing. Include agendas and room layouts so your vendors know exactly what you expect.

• If you need help, find experienced production managers and technicians to oversee the AV portions of your event. Introduce yourself to the technicians who will be working your event, and find out how to contact them should the need arise.

• Barter goods and services with your rental companies. They may want to advertise in your publications, exhibit at your trade show, or acquire leads from your attendees.

• Guaranteed performance is often a policy of AV companies. They will compensate clients for rental costs in the event of equipment failure. Even better, many will provide on-site back-up.

Check the audio-visual equipment that is available at the meeting facility you are using. Many facilities have their own in-house audio department. Ask if any audio-visual equipment is included in your room charge? Be sure to check out the quality and age of the equipment provided.

Most facilities only provide a podium and microphone, so you will need to rent additional equipment from a qualified local audio-visual rental company. The facility where you are holding your meeting or the local Convention and Visitors Bureau can provide recommendations.

Yvon Douran

When asked what activity causes the most stress in a person’s life, speaking in front of an audience will often be at the top of the list. Like most pursuits that we choose to devote our time to, being on the platform and speaking in front of an audience is one of those exercises that, with time and practice we can develop a high level of comfort with and find extremely rewarding.

A number of studies have been done around ways that we can deal with stress and how to remain calm when we find ourselves in stressful situations.

Dr. Stuart Brody, a psychologist at the University of Paisley in Scotland has conducted a number of such studies. One of his more recent studies showed that Vitamin C supplements may provide beneficial effects for people under stress. The study results indicated that individuals with high blood levels of ascorbic acid exhibit fewer physical and mental signs of stress when subjected to acute psychological stressors than do subjects with lower levels of vitamin C.

A second study conducted by Professor Brody found that “hitting a home run” in the bedroom can help keep stress at bay and that nothing is more calming before a speech or presentation.

Experts also agree that deep breathing will relax you before a stressful public speaking engagement and to satisfy an appetite of a different kind you may want to eat a banana or two. Bananas are high in B vitamins that help calm the nervous system. They also deliver a good dose of potassium a mineral that helps normalize the heartbeat and sends oxygen to the brain. When we are stressed, our metabolic rate rises, thereby reducing our potassium levels. These levels can be rebalanced with the help of a high-potassium banana snack.

Coaching is another way to get over your fears and build confidence on the platform. Ivy Naistadt consultant and executive coach has been helping business professionals deliver successful public presentations since 1986. Ivy’s book Speak Without Fear addresses How to Reach Your Highest Potential through the Art of Communication.

As an author, speaker and coach Ivy works with executives to improve their platform skills, trains high-profile individuals for video and television appearances and frequently lectures on related topics.

Yvon Douran

Allow time for set-up and rehearsal and allow time between sessions to re-set meeting rooms. Book all meeting rooms in 24 hour time blocks. Verify when presenters will arrive and if they need rehearsal time before their scheduled start time.

1. Seating Plan. Are the tables and chairs arranged in the correct manner for the meeting format? Is the size of the room adequate for the number of people who will be in attendance? Are there removable walls and is the room sound proof from adjacent rooms and the foyer? Movable walls are not usually soundproof. A soundproof solution is to run two parallel air walls to create a narrow corridor between them

2. Location of additional chairs. Check that extra chairs are available and easily accessible.

3. Room Temperature Locate the room climate controls (air conditioning/heating). Start with the room cooler than usual, the room will warm-up with more people in the space and once the doors are closed.

4. Teleprompter, translation equipment and Audio-Visual Make sure that all of the equipment needed for the meeting is on-site and ready to go.( Hand-held microphone with stand, lavaliere microphones, white board with markers or projector and screen with laser pointer)

Check power capability and power outlets. Are electrical outlets available for plugging in laptop computers? Is there telephone connectivity and is it needed? Internet connectivity? Wireless facility?

5. Podium with light and riser. Check to make sure that these items are available if requested by the speaker or facilitator.

6. Presentation table with water pitcher, drinking glasses, pencils and note pads.

7. Decorations that reinforce the meeting theme and color scheme. Check that all decorations conform to fire regulations.

8. Floral arrangements and plants.

9. Signage Check the location of signage – is it clear and visible?

10. Tape recorder if an audio recording is being made and operator. Depending at the length of the presentation make sure there are adequate supplies/audio tapes to accommodate.

11. Lighting e.g., over head, obscured, variable beam, spotlights, strobe lights, special effects, lights with dimmer switches

12. Position of light switches

13. Is there closed circuit TV ? Is the security adequate?

14. Radio and TV broadcasting, Videotaping?

15. Wheelchair access and space allotment on aisle

Careful planning makes for flawless execution and a chance for attendees to get the most out of the sessions they attend.

Yvon Douran

A good amount of time and effort will be required to secure appropriate sponsorship for your meeting or corporate event. This being the case, it is important to start your planning process early. Beginning this process as much as 18 months in advance of a planned meeting date is not unrealistic.

You may want to consider aligning potential sponsorships with your corporate vision, values, strategy, brand promise and reputation.

Where to look for sponsorship

Your strongest prospects are going to be the people you do business with. When you are ready to make contact do so by going through the person who manages your vendor account.

Once they have put you in touch with the person within their organization to approach, focus first on building a relationship. Become a friend before asking for funding. Have a plan in place for getting to know your prospective sponsor.

In this plan you should clearly state what you have to offer, how the sponsorship will be implemented and what is in it for the sponsor.

There are three key areas to focus on when evaluating your sponsorship. The first area is being in agreement on all aspects of the sponsorship. The second area is implementing the sponsorship and the third and final area is measuring satisfaction and performance.

Reaching Agreement

Implementation

Measurement

When managed well a fully integrated corporate sponsorship can be beneficial to all parties involved.