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Managing Speakers and Entertainment

Managing Speakers and Entertainment. Presented by Jan Shaw. Objectives Secure speakers & entertainment Develop guidelines Manage speakers & entertainers on-site. Speakers. Session format. Session format. Session format. Instructional style. Speaker arrangements. Moderator

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Managing Speakers and Entertainment

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  1. Managing Speakers and Entertainment Presented by Jan Shaw

  2. Objectives • Secure speakers & entertainment • Develop guidelines • Manage speakers & entertainers on-site

  3. Speakers

  4. Session format

  5. Session format

  6. Session format

  7. Instructional style

  8. Speaker arrangements Moderator arrangement Meeting planner Program Committee Association members or their referrals Speakers bureau Local CVB or university Call for Papers Volunteer Paid or Volunteer Paid or Volunteer Paid

  9. Review • Group profile & needs • Speaker’s experience • References • Video/audio preview • Speakers bureau

  10. Request • Request for Proposal (RFP) • Verbal • Customization

  11. Confirm • Writing • Date, time, location • Group background • Meeting objectives • Fees/expenses

  12. Group activity Which one or two would you recommend for the Global Chocolate Forum? Explain why

  13. Speaker Guidelines

  14. Speaker Guidelines Prepare in Advance

  15. Speaker Guidelines Visual Aids

  16. Speaker Guidelines Test AV in Advance

  17. Speaker Guidelines Prepare Handout Materials

  18. Speaker Guidelines Communicate with Others

  19. Speaker Guidelines Ready at Start Time

  20. Speaker Guidelines Start and End on Time

  21. Speaker Guidelines Brief Introductions

  22. Speaker Guidelines Questions

  23. Speaker Guidelines Never make excuses

  24. Speaker Guidelines Do Not Sell

  25. On-site speaker management

  26. Securing the right entertainment

  27. For your group

  28. Budget

  29. Find a partner • an entertainment brokerto work with you throughout the process • a broker with a broad range of entertainers • check their qualifications

  30. Move quickly to secure the entertainer you want

  31. Who, what, where… Rider Rehearsals

  32. To save money • Touring headliner • Use local talent • Celebrity charities • Book multiple functions • Merchandise sales

  33. Working with a Production Company • Consider: • Priorities of event • budget • rehearsals

  34. The sponsoring organisation is responsible for securing the license • It applies to live or recorded music • The fees from the license are paid to the songwriters, not the performers Music licensing

  35. Global Certificate in Meetings and Business Events

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