EAA Chapter Speakers Bureau Chapter Guidelines
Please contact speakers a minimum of 30 days in advance of the planned engagement. Note that speakers may have other engagements or commitments and your Chapter may be required to select an alternative date for the presentation. We recommend reconfirming the speaking engagement one week prior to the scheduled date.
When contacting a speaker to schedule a presentation be clear that you are an EAA Chapter and that you located them from the EAA Speakers Bureau. Check with them to determine any audio/visual needs or special equipment requirements. Many speakers will bring their own equipment needed for the presentation but in order to be adequately prepared for their arrival it is a good idea to ask if anything special will be required (digital projector, screen, VHS tape player, DVD player, slide projector, Whiteboard, etc.).
Provide clear and concise directions and maps if necessary to the meeting location. Also obtain the speaker’s cell phone number should bad weather or unexpected issues arise necessitating canceling or re-scheduling the presentation.
Speakers are providing their presentations on a voluntary basis however your Chapter may wish to offer to pay travel expenses and hotel costs for the speaker as appropriate.
Confirm the details of the presentation via phone or e-mail and include the following data:
- Date of presentation
- Arrival time and time required to set-up
- Time of presentation
- Directions to meeting location
- Cell phone number or “emergency” contact numbers for both the speaker and Chapter
- Audio/Visual/Equipment Needs
Be prepared for the speaker when they arrive at the meeting. Remember they may very well not know anyone from the Chapter so be sure to keep an eye open for their arrival, introduce them to members, show them the facilities and help in their presentation set-up. If they plan to arrive in advance of your meeting consider taking them out for dinner or showing them the local community as time permits.
When introducing the speaker have their background information available so that a complete introduction can be made to include not only their presentation topic but a brief summary of their background.
Of course the most important thing is to say “Thank You!” Following up with a phone call, e-mail or card is always a good idea to express the Chapter’s gratitude in making themselves available for Chapter meetings and supporting the Chapter network. Consider buying the speaker a complimentary EAA membership.
Last item, share your comments and feedback with EAA Headquarters so we can continue to grow and improve the Speakers Bureau. Send via e-mail to: firstname.lastname@example.org