Nature Talks – Arranging for a Speaker

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Arranging for a Speaker

Tips and a Handy Checklist for a Successful Program

Scheduling a Presentation Download Checklist

  • Search through the list of topics and available speakers; choose accordingly. Some require an honorarium, most would appreciate mileage and a meal.
  • Select desired presentation.
  • Using contact information provided, include the following information along with your request:
      1. Date
      2. Time
      3. Physical Address
      4. Description of the potential audience (adult, family/kid friendly, etc.)
      5. Desired length or presentation, Q&A segment, etc.
  • Confirm travel logistics, dinner and lodging if required by the presenter.
  • Confirm audio/visual needs (note: zoom programs will not need these):
      1. Microphone (wireless?)
      2. Projector
      3. Laptop
      4. Audio (Speakers?)
      5. Easel
      6. Extra tables

Nature Talks Contract for Service

  • Access the contract here:  Contract for Service
  • Fill out, sign and send to the presenter.
  • Chapters of Illinois Audubon Society are eligible to receive a reimbursement of up to 50% for presenter fees.

One Week before Presentation

  • Check in with the presenter.
  • Confirm arrival time.
  • If program will be virtual, confirm what time speaker should login to test connection, screen share, etc.
  • Provide information on where to park.
  • Does the presenter need to carry in materials? Can the presenter park near the closest access door?
  • Arrange for set-up help to be there early.
  • Make sure you are ready to pay the presenter immediately following the program.

The Day/Night of the Presentation

  • Manage the meeting space: lighting, sound, disturbances and the comfort of both the speaker and the audience (If Zoom, remind the audience of virtual program ethics.)
  • Would the speaker like to be introduced or will they introduce themselves?
  • Pay the presenter immediately following the program. Illinois Audubon Society Chapters are eligible to receive up to 50% of presenter fees (more instructions below.)

Immediately following the Presentation