January 20, 2007 Linda Miller, President, Space City/Houston Chapter February 3, 2007

2. Speaker Selection Process:Best Practices for Producing Excellent Programs January 20, 2007 Linda Miller, President, Space City/Houston Chapter February 3, 2007 Marie Verderame, President, Cape Canaveral Chapter Sherry Gasaway, Past President, Cape Canaveral Chapter Janet Mattson, CPCM, Fellow, Membership & Fellows Chair, Bethesda/Medical Chapter February 10, 2007

3. Agenda • Where can I find high quality speakers? • How do I select the topic? • What are the mechanics and etiquette of outside speakers?

4. Where Can I Find High Quality Speakers?

5. NCMA Resources • Speakers Roster www.ncmahq.org/education/speakers.asp • Found on NCMA’s Main Page under the “Education” Tab • Over 200 speakers listed! • Searchable by location, topic, competency, market segment • Virtually all ask no fee, but … • Many request travel reimbursement if outside local area • Most will waive travel reimbursement if speaking engagement dovetails with other travel to the area

6. Local Major Employers • CEOs, Commanding Officers, Elected Officials typically view “connecting with the local community” as part of their job • Surprisingly, a request from someone not otherwise connected to the individual often works as well or better than an insider … • Request from ABC Company Director of Procurement for CEO of ABC Company to speak may be put off or on the back burner • Request from NCMA Chapter President, not connected to ABC Company but representing 250 local business professionals may easily make the executives schedule

7. Hire a Heavy Hitter! • Washington Speakers Bureau www.washingtonspeakers.com • Founded in 1979, the Washington Speakers Bureau has become the world's number one lecture agency. • Highest caliber, variety, knowledge, and experience found anywhere. Political leaders to media headliners, best-selling authors, business and economic experts, to humorists and great achievers from entertainment, sports, and politics • Fees range from $1,000 to over $40,000 per event • Expensive, but when chosen well, can anchor a local conference and more than pay for itself in the number of attendees attracted and average registration fee paid

8. Grow Your Own Speakers! • Toastmasters International www.toastmasters.org • Toastmasters International is the leading movement devoted to making effective oral communication a worldwide reality. • Through its member clubs, Toastmasters International helps men and women learn the arts of speaking, listening and thinking – vital skills that promote self-actualization, enhance leadership, foster human understanding and contribute to the betterment of mankind. • It is basic to this mission that Toastmasters International continually expand its worldwide network of clubs, thereby offering ever-greater numbers of people the opportunity to benefit from its programs.

9. Six Degrees of Kevin BaconFriends and Relatives • Ask your local members who they are connected to that is a “star” • It is a small world and if you open your horizons to interesting, high-profile speakers from other walks of life, you’ll be surprised who your members may have an “in” with to speak to your chapter!

10. Other Resources • Local Chapters of similar professional organizations • PMI, NIGP, ISM/NAPM and similar • Distinguished local members of other associations may be “new to you” • Exchange of local speakers may work very well

11. Other Resources • National Speakers Association (NSA) www.nsaspeaker.org • NSA is the leading educational and networking organization for professional speakers! • NSA is a national not-for-profit association with thousands of members across the United States. • NSA has chapters in every major market and sister organizations across the globe. • NSA does not book speakers but has a free, searchable directory which puts thousands of speakers at your fingertips.

12. Other Resources • Convention and Visitors Bureau (CVB) • Nearly all cities have a CVB • CVBs are very knowledgeable about the needs of not-for-profit groups, to include need for inexpensive, high impact speakers • Local Chambers of Commerce • Many operate speakers referrals at no cost • Local business, civic, professional leaders among their membership

13. Other Resources • Local Colleges and Universities • Many professors speak for no fee or modest fee to on their area of expertise, especially for local not-for-profit groups (like NCMA!) • Start point can be Office of the Dean of the School or College of Business • Local Professional Sports Teams • Most make team members, coaches, senior staff available to local groups for events, presentations • Costs often free, low, or modest, depending on nature of group presenting to

14. How Do I Select the Topic?

15. How Do I Select the Topic?Generally – You Don’t! • Professional paid speakers typically have a set of ‘standard’ topics they speak on • Synopsis of topics normally found on speakers website • Generally can customize within his/her area of expertise, but often charge for doing so

16. How Do I Select the Topic?Generally – You Don’t! • Volunteer Speakers (NCMA roster, local business/civic leaders, local celebrities) will generally speak only within their comfort zone • General rules • select based on their area of known expertise • Provide background of your group (audience) • Describe setting, duration of talk desired • Then let them pick how best to address the group

17. How Do I Select the Topic?Generally – You Don’t! • Exceptions – • NES • topics are predefined, as are the materials • NCMA Speaker Roster is searchable by speakers who are ready, willing and able to speak on the available NES topics • Panel Discussions at Conferences • Conference Organizers select themes, topical areas • Conference Organizers invite Panel Moderators and Panel Members to speak on the topic selected • Specifics (within the theme and topic) are generally left to the moderator and panelists to work out among themselves • Involvement of Conference Organizers to ensure Moderator and Panelists are preparedis a good idea (left to own devices they may not talk among themselves until 5 minutes before walking on stage!)

18. How Long In Advance Should I Invite the Speaker? • At least 3 months in advance to confirm the speaker and allow for travel arrangements – 6 or more months is better! • Generally, the longer time in advance the better, with periodic reminders between initial acceptance and date of event • Paid speakers can (sometimes) be retained with shorter notice

19. Planning • The further in advance you begin your speaker selection process, the more likely you are to get the speaker you desire • Example: Gregg Garrett is NCMA’s most highly sought NES speaker. Gregg books engagements 18-24 months in advance. Invitations less than 6 months in advance are rarely accepted.

20. What are the Mechanics and Etiquette of Outside Speakers?

21. Planning • Be Flexible • For the right speaker, be willing to deviate from your usual meeting date or meeting time • Play to Your Strengths - examples • If you are in Phoenix, do not plan on drawing the big name speakers in July, but an invite for February might be very welcome! • If you are in Indianapolis, a late May invite may be very welcome (especially if Indy 500 tix are part of the offer!)

22. How Do I Get My Invitation Noticed? • Find the “gatekeeper” and win him or her over! • With the exception of paid speakers, most senior people have aides, secretaries, confidential assistants, etc whose job it is to keep the leaders calendar clear • Identifying this person and approaching him or her with respect, dignity, and appreciation can go a long way toward getting a YES to you invitation

23. I Got a Verbal YES – What Now? • If your invitation was extended verbally and you got a YES … • Quickly follow-up with a well written, hand signed formal invitation from the Chapter President • Write the invite as a confirmation of the YES (don’t give the speaker’s gatekeeper the opportunity to renege • Provide all logistics information, to include POCs prior to and day of the event, including cell phone numbers, email addresses etc. Make the gatekeepers job easy!

24. I Got a Verbal MAYBE – What Now? • If your invitation was extended verbally and you got a MAYBE … • Quickly follow-up with a well written, hand signed formal invitation from the Chapter President • Provide all logistics information, to include POCs prior to and day of the event, including cell phone numbers, email addresses etc. Make the gatekeepers job easy! • Be positive but not arrogant; write as if expecting a YES in response • Follow up persistently with the gatekeeper until a final YES or NO is received

25. Avoid the Cardinal Sin! • NEVER, EVER have two open invitations for one speaking opportunity • Murphy’s Law dictates that if you invite two high status individuals to Keynote your event (just in case one says no) then BOTH will accept • Always bring prior invitations to closure, even if it is a definite NO, before inviting a replacement speaker • Do recognize that the higher placed the speaker is, the longer you will generally have to wait for a definitive YES or NO to your invitation • Factor this waiting time into your planning schedule

26. Lions, Tigers, and Gifts Oh My!! • Just as in personal gift-giving, a poorly selected business gift can do more harm than good • Example: giving a Congressman known for his strong views on keeping US jobs in the US a fancy , personalized clock that was made in China! • Be aware that ALL government officials and many corporate officials are subject to laws and regulations regarding what they can or cannot accept as gifts • Check with the speaker’s gatekeeper as to what is appropriate before selecting the gift

27. Lions, Tigers, and Gifts Oh My!! • Most senior speakers have zillions of plaques, especially military and government speakers – one more won’t hurt, but generally won’t help either • Within applicable financial limitations, donations to a speaker’s preferred charity can be an excellent and thoughtful gift • Whatever you give, be prepared to ship it for the speaker and offer to do so

28. Questions?Comments?