Events Manual

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Guest speakers

Briefing
- Preliminary briefing
- Final briefing
Costs and travel arrangements
Gifts

Many events have guest speakers to launch or open a new centre or project. Some speakers serve as motivational parts of an event program.

Speakers are most effective if their briefing is comprehensive.

You also need to look after speakers to ensure that where necessary, their costs and travel arrangements are well organised. 

Briefing

Effective liaison with the speakers can start with confirming details in writing.

Preliminary briefing

Confirm the following where applicable:

1. Dates, times, venue(s) details
2. Theme, notes, background information and options for their presentation
3. Duration of the presentation
4. Background on the expected audience
5. Information on other speaker(s), chairperson and VIPs expected to attend
6. Specific requirements the speaker might have, such as audio visual and dietary restrictions
7. Details of services fees and the payment arrangements of the University
8. Permission to obtain speakers CV - a summary will often be used when introducing the speaker to add credibility to their speech in relation to the event theme.

Final briefing

Provide the speaker with a complete guest list and list of final speakers if appropriate

1. Provide an Order of Proceedings so speakers are aware of event timings
2. Confirm any other activities that the speaker(s) may be participating in while visiting and/or functions to which they are invited
3. Provide the name/title of the appropriate staff member who will introduce the speaker(s) at the event
4. Reminder for the speaker to provide a copy of their speech for distribution to the media (if appropriate)
5. Details related to final parking arrangements and who will meet them on arrival
6. Final travel arrangements
7. Provide the speaker with your mobile number, and if possible, the numbers of other support staff, so that they can send the message through if they are unable to get to your event on the day.

Costs and travel arrangements

If you will be arranging and covering the costs of the speaker(s)’ travel and accommodation, talk to them about the specific details, and be clear on which items of expense the University will pay for in early discussions. Take note of any specific requests so that you can advise the hotel at the time of booking eg dietary needs, smoking/non-smoking, preferred bed configuration in hotel room etc.

If you are booking for a VIP, advise the airline / travel agent / hotel of their VIP status. There are protocols in place by airlines regarding the handling, processing and security of VIPs.

Possible travel and accommodation costs to be confirmed:

• Relevant airfare and class level (economy or business)
• Accommodation type (budget/4-star) and duration (number of nights)
• Transport between the airport, hotel and University
• Hotel incidentals such as meals, dry cleaning, telephone, ironing, mini-bar etc
• Expenses for accompanying spouse/partner.

Members of University staff who may plan to travel when asked to speak at events are advised to refer to the Macquarie University Travel website.

Gifts

You may wish to purchase a gift for the speaker.

Arrange for gifts to be presented either formally as part of the event program, or privately in an informal manner by the host at the end of the event.

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