Finding and Utilizing the Best Speakers
Helena Hannonen
Mark Romney
Global Leadership Conference 2013
Finding and Utilizing the Best Speakers
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Preliminary Planning
Approach a Potential Speaker
Advertising
Finalize room reservations and food orders
Maintain informal contact with the speaker
The Event
After the Event
1. Preliminary Planning
• Determine a general time to hold the event (October, spring, etc.).
• Determine a general topic of interest: finance, entrepreneurship, Church
leadership, etc. (Most events should focus on business education.)
• Determine three potential speakers from local business, civic, and
religious organizations and order them according to interest. (Contact
Church Public Affairs or a Key Cities Committee in your area to get ideas of
possible speakers.)
• Decide on one or two specific topics that each speaker could present on.
Write them out.
• Select a contact either from your chapter or a friend of someone from you
chapter who either knows the proposed speaker or is in the best position
to approach the proposed speaker.
• Get permissions and inform Church authorities of speakers you plan to
bring.
BYU Speakers
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Faculty
National Advisory Council
MBA Excursions and Travel Abroad Programs
Career Connect
Consulting and Business Travel
Dean’s Seminar
Finding Local Speakers/Leaders
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Speakers Bureau
Corporate leaders, consultants, trainers
Visitors traveling on business or pleasure
Relatives or colleagues of local BYUMS
members
Finding Global Speakers/Leaders
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Professional conference participants
Returning home country nationals
Vacationing foreigners
Leaders on business or Church assignment
BYU HAWAII CAREER CONNECT
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Nov 2013 Boston Japanese Career Forum
Nov 2013 Australia
Apr 2014 Taiwan
Apr 2014 Other Polynesia (Tonga)
Jun 2014 Japan
Aug 2014 Indonesia/Malaysia
Sep 2014 Hong Kong
Sep 2014 Korea
Nov 2014 New Zealand
2. Approach a Potential Speaker
• The contact should approach your desired speaker, introduce the
Management Society and its mission, and ask the speaker’s interest
in presenting to the chapter.
• Present the Management Society as a premier organization of
business professionals, a group of highly motivated individuals
seeking to continually develop their talents—but make sure you are
prepared to back up your statements with a good showing should
the speaker accept your invitation.
• Be prepared with solid dates, but be flexible enough to adjust to his
busy schedule.
• Be prepared with solid topics for presentation. Flatter the speaker
by mentioning his expertise on the topic you would like him to
speak on. Make obvious your members’ desires to learn more on
that particular subject.
2. Approach a Potential Speaker (cont.)
• If the proposed speaker is LDS, do not make him feel that it is his
religious obligation to participate. However, let him know that the
Management Society is trying to promote the ideals and values that
he stands for, and could benefit from the experience and expertise
of an established LDS professional like himself.
• If the speaker is not LDS, brief him or her about the type of
audience who will come to the event.
• Remember, the worst thing he can say is “no.” If that’s the case,
graciously move on to the next potential speaker.
• After a speaker accepts your invitation, you must, as soon as
possible, commit her to a firm date and time, which should be far
enough away to give you time to prepare but not so far away that it
allows the speaker to become disinterested in the meantime
(approximately three to six months).
• Find out if the speaker needs a translator.
3. Advertising
• Begin preliminary advertising immediately. All
committee members should start “spreading the
rumor” that the speaker will be coming. If the speaker
is relatively unknown, offer his credentials to anyone
who asks. Send emails to all possible attendees.
• Get others excited about the Management Society. Use
the event as a recruiting tool.
• Coordinate with or invite members of BYU Alumni and
Law chapters.
• Keep track of the names and contact information of
those you make contact with. Write them out.
3. Advertising (cont.)
• Once you have decided the details of the event (time,
place, fees, etc.), then determine the target audience and
size of audience you that will adequately flatter the
speaker.
• Compile a mailing/emailing list.
• Create and send out some kind of formal invitation well
in advance of the event (at least one month).
• Ask for RSVPs! If you are current with the database, you
can have members RSVP through the database.
• Use social media to direct people to BYUMS website.
3. Advertising (cont.)
4. Finalize room reservations and food orders
• Confirm arrangements with caterer or food
provider.
• Confirm availability of audio, video and/or
internet connections.
• Secure safe escape routes for emergencies.
• If the speaker is staying over night in a hotel,
arrange for someone to stay in the next room in
case the speaker needs assistance at any time.
5. Maintain informal contact with the speaker
• Obtain Speaker’s permission to videotape the
presentation if you plan to videotape for BYUMS
website.
• Contact the speaker every few weeks with short
updates on the event. Impress the speaker with your
organization.
• Confirm Speaker’s requirements for audio, video,
handouts and/or internet connections.
6. The Event
• Arrive early to verify arrangements for event.
• Check audio, internet, handouts and video
connections, if needed.
• Set up video-taping equipment. If appropriate.
• Confirm seating arrangements if appropriate.
• Set up Chapter Banner, Chapter Promotional
Materials and Event Registration information.
• Consider a “Thank You” gift for the Speaker.
7. After the Event
• Write an article on the event for your
newsletter. Send a copy with a thank-you
letter to the speaker. Invite the speaker to
maintain contact with your chapter.
• Send the newsletter to your entire mailing list,
including those who did not come—help them
feel that they missed out and should come
next time.