1. Room Arrangements |
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Are the presenter's sleeping room reservations in order? |
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Are their accommodations convenient to the meeting room? |
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Have you pre-registered the presenter and are their room keys
ready and waiting? |
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Have you confirmed that the presenter's room and meal charges
are on the master account ? |
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Have you arranged for a fruit basket, cheese platter, mineral
water or other welcoming gift to be pre-set in presenter's room? |
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Is there a hand-written note accompanying the welcoming gift? |
2. Travel Arrangements |
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Have you confirmed the presenter's arrival and departure times? |
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Have you checked and confirmed airport pick-up and ground transportation? |
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Have you arranged for the presenter to be met at the airport,
if need be? |
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Are you scheduled to greet the presenter upon their arrival
at the hotel? |
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Are the presenter's convention packet and name tag ready? |
3. Pre-Program Arrangements |
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Have you introduced the presenter to other key people at the
meeting? (CEO, VPs, MC, introducer, room monitor, etc.) |
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Do you have a list of the meals, social, recreational and business
functions you'd like to invite the presenter to? |
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Have you also extended the invitation to the presenter's spouse
or traveling companion? |
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Have you scheduled yourself or someone else to escort the presenter
to and from meals, social, recreational and business functions? |
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Have you given the presenter the appropriate tickets, coupons
and passes to these events? |
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Have you assured the presenter that you are there to assist
in any way and that they should not hesitate to call upon you? |
4. Session Room Set-Up |
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Are the presenter's A/V and other technical requirements in
order? |
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Do you have a handy contact list for the following? |
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a. A/V Technician:_______________________ |
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b. Engineering Dept.:_______________________ |
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c. Banquet Mgr.:____________________ |
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d. Room Set-Up Mgr.:____________________ |
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e. Security:____________________ |
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f. Other:____________________ |
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Have you recently coordinated the time and place of the presenter's
sessions with the MC, introducer, room monitor, ushers, projectionist and technical
people? |
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Does the MC or introducer have a copy of the presenter's introduction? |
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Does the room monitor have an extra copy of the presenter's
introduction? |
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Will the presenter be using handouts? |
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If yes, do you know where the handouts are and how they will
be handled? |
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Will the presenter be offering products for sale (books, tapes
etc.) |
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If yes, do you know how they will be handled? |
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Will evaluation forms be used at the presenter's session? |
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If yes, do you know how these forms will be handled? |
5. Presenter's Preparations |
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Are you prepared to answer questions about aspects of your
meeting such as its purpose, theme, audience make-up and other programs? |
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Are you knowledgeable of the presenter's assignment and your
organization's expectations for their session? |
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Is there someone else in your organization who needs to speak
with the presenter before their program? |
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If yes, have you coordinated a scheduled meeting? |
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Have you given the presenter the names and phone extensions
of people he or she might need to get in touch with? |
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Have you scheduled a convenient time for the presenter to see
the room and stage set-up? |
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Has the presenter done a sound check and tested all the other
technical equipment? |
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Did you ask the presenter if they need a room in which to rehearse? |
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If yes, have you arranged a time and place to do so? (The presentation
room, itself, is usually best.) |
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Have you confirmed with the presenter the starting time of
their program? |
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If there is a speaker's ready room, have you shown the presenter
where it is? |
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Does the presenter know when you expect them to be in the session
room, ready to go, before the program? |
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Have you discussed with the presenter when they are expected
to end their presentation and be off stage (regardless of starting time)? |
6. Post-Program Arrangements |
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Is the balance of the presenter's fee (a check in an envelope)
ready for handing to the presenter right after their program? |
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Do you know who is responsible for the check and who will be
giving it to the presenter? |
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Have you arranged and confirmed the presenter's transportation
back to the airport? |
