15. Hold Final Speakers Meeting

The final of a series of meetings is the speakers’ meeting. This should be an interactive meeting where the speakers are given an opportunity to ask questions and express any concerns they may have. This meeting should be held the day or night before the forum. The goals of this meeting is to:

  • Make sure speakers are prepared to present their topic
  • Make sure speakers are familiar with the surroundings of the facility
  • Familiarize the speakers with how the proceedings will be conducted
  • Make the speakers aware of where they can get assistance before, during, and after they present their topic

All speakers should be given a tour of the facilities and shown where they can meet privately to review or rehearse their presentations. A trail run of each presentation should be done so that the speaker’s gets a chance to view their presentations, as it will appear the following day. It may be a good idea to invite organizing committee members, moderators and all others involved in preparation of the forum to this meeting. This is a great opportunity for everyone to get acquainted and discuss the role each will be playing.

Lessons Learned:

  • Always do a trial run the day before the forum
  • Make sure each speaker lets you know if any extra audio/visual equipment will be necessary during his or her presentation
  • Invite others involved to the speaker meeting
  • Use of some sort of timing device to let speakers know when their time is up is helpful to keep proceedings moving smoothly