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Making Your Speaker Feel Welcome
Speakers will enjoy their visit to your society if they feel welcome and appreciated. Here are a few strategies you can use to help put your guest in their comfort zone.
- Plan your speakers well in advance. Five to ten months lead time will allow your guest speaker a chance to clear her calendar for the date and provide time to tailor the talk for your society.
- If your speaker is traveling such a distance that an overnight stay is required, make arrangements at a motel or ask if he would rather stay at a member's home.
- Offer a gratuity for her appearance. Even if she turns it down, you have at least recognized the value of her time and talent. Societies in Washington State generally offer between $25 and $50. If travel will involve a bridge or ferry toll, offer to cover that as well. Some societies draw up contracts that spell out the details down to the handouts for all speakers. While this is necessary for nationally-known lecturers, it is optional for local people.
- Ask what presentation aids will be required. Some speakers will need a slide projector, VCR, public address system, overhead projector or computer projector. If any of these are required, maybe you society owns one. Perhaps a member can loan you one for the evening or maybe you can rent one. Ask how handouts will be handled. Will he bring his own or are you to make copies from masters?
- About a week or two before the presentation, call your speaker again to see if any last minute arrangements need to be made. You may find there are some additional things that need to be fine-tuned. The call also serves as a reminder for your speaker. Give them a phone number where they can reach you should an illness or family emergency arise. If a problem has already developed, it will give you time to prepare a substitute program.
- On the day of the appearance anticipate the visit. Arrange for someone to greet your speaker. Some societies take the speaker out to lunch or dinner. In any case, make sure your greeter understands that he must be there to assist the speaker in hauling books, setting up equipment, passing on the gratuity check, and introducing the speaker to other members.
- Find out about the speaker's background so you can give a great introduction, and be ready to start the applause. When the presentation is complete, be sure to thank the speaker with another round of applause and be ready to assist in take down.
- Follow these simple guidelines and your speaker will have a wonderful experience. He will be more likely to say yes the next time you ask him to appear.
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Washington State