The following checklist was compiled with the assistance of
Esther Eagles, president of South Orange, N.J.-based Eagles Talent
Connection Inc. (973) 313-9800; www.eaglestalent.com
Travel Arrangements
Confirm speakers’ arrival and departure times.Confirm speakers’ airport pick-ups and ground
transportation.Arrange for a greeter to meet presenters upon their arrival at
the hotel.Hotel ArrangementsBe sure speakers’ room reservations are in order.Confirm that speakers’ rooms are ready; have their keys and
room assignments set aside for their arrival.Check the master account to be sure speakers’ room and meal
charges will be centrally billed to the organization.Confirm that welcome gifts and amenities (i.e., fruit basket,
cheese platter, bottle of wine, mineral water) have been placed in
the presenters’ rooms in advance.Preconference DetailsIntroduce speakers to other key people at the meeting.Compile a list of meals and social/recreational/business
functions to which speakers are invited.Include speakers’ spouses or traveling companions in the
invitations.Assign a staff member to escort presenters to and from meals as
well as social/recreational/business functions.Give speakers appropriate tickets, coupons and passes to these
events.Provide speakers with a handy contact list for planning staff.
(Include event planners, A/V technicians, banquet and convention
services managers, security, etc.)Room SetupBe sure A/V and any other technical needs have been taken care
of.If presenters will be using handouts, be sure the planning
staff knows where they will be stored and when and how they will be
distributed.If speakers are offering products for sale (books, tapes,
etc.), be sure arrangements have been made for order-taking and
fulfillment.Will evaluation forms be used at the presenters’ sessions? If
so, determine how these forms will be handled and by whom.Speakers’ PrepBrief speakers on key aspects of the meeting, such as its
purpose, theme, audience, etc.Inform presenters of the starting times of their programs, as
well as when they are expected to finish.Schedule a convenient time for the presenters to see the
meeting room and stage setups.Encourage presenters to do a sound check and test all other
technical equipment in advance.Do presenters need a rehearsal room? If so, arrange the time
and place.If there is a speakers’ ready room, be sure presenters have
been told its location.Post-Conference TipsHave the balance of the presenters’ fees (checks in envelopes)
ready for distribution right after their program.Determine who is responsible for the checks and who will give
them to the presenters.Arrange and confirm presenters’ transportation back to the
airport.