What societies should do:
What speakers should do:
- Try to contact any speaker
well in advance of the date you wish for them to speak - planning
a year in advance is not uncommon.
- Specify the date(s) and
time(s) you want them to speak and any secondary considerations you
are interested in (additional talks with beginner groups, judging,
entire conference attendance, luncheon or dinner meals, etc), if known
at the time.
- Determine costs involved
- speakers expenses, honorarium, etc. If speaker is bringing plants
to sell, how does this affect costs, etc., or clubs policy on reimbursement.
- Determine the topic(s)
to be presented and what equipment is needed. The society will be
responsible for providing it, in general. Speakers often bring slides
already in carousels but do not usually bring the projector. If special
equipment is needed, determine how it is to be handled and by whom. Many speakers are doing PowerPoint presentations and will need additional equipment.
- Specify the individual
who will be the society contact person, their name, address, phone, etc.
- Determine if anyone else
will be accompanying the speaker (spouse, for instance) and what arrangements
are requested for them. (Though not required, societies often include
meals with society members, registration, and entrance fees for spouse if they accompany
the speaker. However, they normally do not pay travel expenses for the spouse.)
- Indicate the overnight
arrangements available (hotel, stay with members) and determine the
speaker's preference. Make certain local arrangements are made prior
to the speakers arrival and verified at least one week prior to the
- Indicate transportation
arrangements to/from airport and while in the location, if applicable.
If the speaker is to be picked up, indicate how the pickup person
is to be recognized. If the speaker is coming by personal vehicle,
make certain appropriate instruction on getting to meeting site, members
home or hotel and parking arrangements are clear. Area maps are most
helpful. Provide them at least two weeks in advance.
- If the speaker must fly
in, and the meeting is not on the weekend, is there an expectation
for the speaker to come in over a Saturday for less expensive flights?
If so, make certain arrangements to entertain the speaker, as necessary,
are in place and understood by all.
- The society should put
in writing an acknowledgement of the above information and send it
to the speaker. Any differences of understanding should be straightened
out shortly thereafter.
- Verify the dates with
the society and the times you are expected to be available. If you
have other interests aside from your responsibilities to the society,
make certain the society is aware of them and of your plans while
in the area, as appropriate. Determine contact person for society
and get their particulars.
- Agree on the topic of
the presentation, approximate time length, equipment needs, etc. Any
special equipment should also be recognized and responsibility for
- Let the society know exactly
what your financial expectations are - meals, lodging, transportation,
honorarium, plant sales, etc. Also indicate your means of transportation. If your spouse is accompanying you, the society needs to know what, if any, of their expenses are to be included.
- If traveling by plane,
make reservations well in advance to get the best rates. Making plane
reservations at the last minute can double their costs. Speakers usually
arrange their own flight schedule. Speakers usually pay for their
transportation and get reimbursed, though some societies will purchase
the tickets and get billed directly.
- Shortly before leaving
for the trip, verify everything with the society contact person. On
arrival, make certain the contact person is aware you have arrived
and where you can be contacted, as appropriate. Also, provide them
with any emergency and/or medical information which might be appropriate.
Should an emergency, medical or otherwise, befall you, they will have
information to provide some assistance and guidance to those responding
to the emergency in case you are not able to do so.