If you have any comments or suggestions regarding the EAA Speakers Bureau, please e-mail chapters@eaa.org.
Guidelines for Chapters
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.
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. Keep an eye open for their arrival, introduce them to members, show them the facilities, and help in their presentation set-up.
Have speaker’s information available so that a complete introduction can be made to include not only their presentation topic but a brief summary of their background.
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.
Guidelines for Speakers
Be on time for your presentation and arrive with enough time to set-up and meet various chapter leaders/members. We recommend at least 20 minutes before the meeting.
Provide accurate information and conduct yourself in a professional manner. Remember you are a reflection of the aviation community.
Communicate special equipment needs to the chapter in order for them to be prepared for your presentation. If you are unable to bring along your necessary equipment be sure to advise them of exactly what you’ll need (digital projector, screen, VHS tape player, DVD player, slide projector, Whiteboard, etc.). Remember that they are volunteer organizations so they may not have access to certain equipment, so please be flexible in your requirements as needed.
Confirm the details of the presentation via phone or e-mail:
- Date of presentation
- Arrival time and time required to set-up
- Time and length of presentation
- Directions to meeting location
- Cell phone number or “emergency” contact numbers for both the speaker and Chapter
- Audio/Visual/Equipment Needs
- Reconfirm meeting date one week prior to the scheduled time
The EAA Speakers Bureau is a volunteer program. No fees or honorariums should be requested. However, it is appropriate to accept travel and hotel reimbursements. Expense reimbursement should be discussed in advance and is between the speaker and the chapter.
Should a reason arise where it becomes necessary to cancel a speaking engagement, please give as much notice as possible to the chapter and attempt to reschedule the presentation.
If you are representing a manufacturer or vendor, please so advise the group requesting a speaker. Please be sure they understand your presentation will have a commercial component. You are welcome to make literature and follow-up contact information available, but please do not collect individual contact information of guests unless specifically approved by the chapter.
