Meeting Toolkit - Tips
How to get the most out of a speaker
Vince gives approximately 100 presentations per year. Here are a few pointers, from a
speaker's perspective, that may help you deliver the most impact at your next meeting.
Program Preparation:
Book the speaker (or at least put them on hold) early. Even if you have an inkling
that they might be the one, get a first hold on the speaker's calendar. The wheels of
progress of committees and fickle Senior Vice Presidents sometimes move slowly.
Use a hold to your advantage.
If your theme is not set, ask the speaker what they might suggest. The audience
might call you Einstein for finding the perfect theme for the line-up of speakers that
you have.
Strongly consider hiring a professional meeting planner and/or production company
if you do not have these resources in-house. It costs a little more but it will save you
all the headache medicine that you would otherwise have bought. Plus, remember,
you are giving your attendees memories. (Remember: a good meeting lasts two or
three days. A GREAT meeting last a lifetime!)
If you simply do not have the budget for a planner or production company, pick the
speaker's brain for ideas. Again, the speaker goes to events for a living (so
squeeeeeeeeeze the speaker for information... get your money's worth).
If you don't use a Speakers Bureau then you are playing Russian Roulette with your
career. Even if you have seen the speaker live and received a glowing referral from
your soul mate... keep your options open. Bureaus don't cost you any more money
and they have thousands of choices as opposed to your one or two.
If you have a budget for attendee gifts, ask the speaker for ideas. Speakers see
hundreds of ideas. Some of them are very creative and economical. Click here to
see what Vince Poscente has to offer for attendee gifts. [link to Pre-Gig
ToolkitAttendee Gifts]
Techniques to keep the energy high at the event:
For some reason, hotels are fixated on two straight rows with a HUMUNGOUS aisle
in the middle as the only way to set up a room. Instead, use two aisles and split the
room into 3 sections. Plus, curve the rows (or angle the out side rows) in a theater
style. If people have a peripheral view of their neighbor, the energy in the room is
doubled.
Make sure the room size is right for the number of people that will attend. Nothing
will kill energy quicker than a room built for 600 people that is set-up with seats for
300 people (especially if only 150 show up. YIKES!)
Never put a video projection unit in the middle at the front. A good speaker will
attempt to build rapport with the audience. He or she does not need to compete
with a big projection unit for space and attention.
Speaking of competing... NEVER put the podium center stage if you can help it. If
you do, put four feet between the platform edge and the podium. This gives the
speaker full range of motion. More motion, more energy, more energy, more
accolades to you the planner.
Always put the stage relatively close to the audience. Only use a platform high
enough for the person at the back to see the speaker. Never use a platform that is
too high. Also, never put more than 10 feet between the front row and the stage.
The WORST lighting scenario is dropping the house-lights and shining a nuclear
powered spot light on the speaker ("Give yourself up. We have you surrounded!")
You get the picture.
Ensure the introducer is capable of a high energy, prepared introduction. (One gig
that Vince did had the introducer announce the loss of a board member to cancer.
She then, still in tears, said "And now our speaker...") Make the speaker write out a
short introduction that she or he would feel comfortable with you reading. Click here
to see Vince's introduction.
USE MUSIC! Music sets the tone better than a double scotch-on-the-rocks. Play
music before and after your speaker does her/his thing. Most speakers can provide
recommendation, or even supply you with a recording they'd prefer to use. (VINCE:
I ADDED THE LAST POINT. IS IT TRUE?)
As the meeting planner, make sure you look like you're having fun. A frazzled
planner can send the wrong message. You can panic on the inside, but smile on
the outside.
After the event
Provide about 15 minutes after the presentation for the speaker to mingle with your
audience. People often have questions and appreciate the opportunity to connect
with the speaker with comments like "You looked taller on stage." (Vince hears that
a lot!)
If you have an audience that is prone to personal growth (ie: sales, management)
have your speaker sell his/her educational tools after the presentation. This will
increase retention value of the presentation and the audience will go home pumped
about the meeting.
Evaluation forms should have more than the usual ranking of the
speaker/event/food/location etc. Tap the imagination and creativity of your audience
members. Encourage them to leave their name if they have criticisms.
Get an evaluation from the speaker. After you send the check, the speaker is likely
to open right up with positive and 'constructive' feedback.
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