Manage Guests and Speakers

Bringing speakers to campus involves several distinct steps to ensure a successful and engaging event. These steps encompass logistical, promotional, and administrative aspects.

Planning

Event organizers must outline the required provisions for their guest speakers and meticulously oversee the entire preparation process to ensure comprehensive coverage. During the planning phase, it's crucial to address the following inquiries: 

• Will accommodations and transportation be necessary? 
• Should I gather a biography or headshot for promotional materials? 
• How should their itinerary be structured during their visit? 
• Are there any planned interactions with other individuals, and who is responsible for coordinating those arrangements? 
• Are there specific requirements or preferences that need to be taken into account?

Reserve hotel and transportation

• Reserve hotel, plane and travel accommodations for speakers/VIPs and staff if applicable.
  • Anthony Travel is the travel vendor contracted with ASU and help with making reservations.  Please note they are the ones that can sign a hotel contract.
• Preferred Transportation Vendors
• If planning on using the Barrett apartment, please email Christine Fleetwood to verify availability.

Speaker bios and headshots

• When requesting speaker bios and headshots, a media release form should be provided to guest speaker unless this already covered in the speaker agreement (please refer to the Barrett Process for speakers).
• Verify the size and any special requirements needed form the marketing & communications team so this can be communicated to to the speaker.

Itinerary for Visit

Planning an itinerary for a guest speaker involves careful coordination to ensure their visit is organized and productive. Here's what you need to consider:

• Event Details:
  • Date, time, and location of the speaking engagement.
  • Topic or theme of the presentation.
  • Expected audience size and demographics.
• Travel and Accommodation:
  • Arrival and departure dates and times.
  • Arrange transportation to and from the airport or venue.
  • Confirm hotel reservations and provide lodging details.
• Presentation Preparation:
  • Schedule time for a run-through or tech rehearsal at the venue.
  • Coordinate equipment and technical setup for the presentation.
  • Provide any necessary presentation materials or resources.
• Interaction Opportunities:
  • Plan meetings or interactions with other staff, students, or attendees.
  • Organize networking sessions, meet-and-greets, or Q&A sessions.
• Meals and Refreshments:
  • Schedule meals, including breakfast, lunch, and dinner.
  • Consider dietary preferences or restrictions.
• Downtime and Rest:
  • Allow for periods of rest and downtime between engagements.
  • Ensure the speaker has time to relax and recharge.
• Local Activities:
  • Suggest local attractions or activities they might enjoy.
  • Offer options for exploring the area, if time permits.
• Event Logistics:
  • Coordinate with event staff for check-in and registration.
  • Provide details about the event's schedule and logistics.
• Transportation:
  • Arrange transportation to and from the venue and any off-site activities.
  • Provide clear instructions or a contact person for transportation needs.
• Contact Information:
  • Share contact details of the event coordinator or point of contact.
  • Provide emergency contact information if needed.
• Free Time or Flexibility:
  • Allow some flexibility in the itinerary to accommodate unexpected changes or needs.
• Cultural Considerations:
  • Respect cultural norms and customs, especially if the speaker is from a different culture.
• Thank-You and Departure:
  • Plan a thank-you gesture or gift for the speaker.
  • Arrange transportation to the airport or their next destination.
• Detailed Schedule:
  • Create a detailed daily schedule that outlines each activity, location, and time.
• Communication:
  • Communicate the itinerary clearly to the speaker well in advance.
  • Provide all necessary information, including addresses and contact numbers.
• Review and Confirm:
  • Double-check all arrangements and confirm with the guest speaker a few days before the event.

Scheduling meetings for guest speaker

In the event that meetings are required for the guest speaker, event planner should manage these arrangements by extending invitations to the relevant participants. The communication should encompass essential details about the speaker and explain the meeting's objectives.

Meetings with the Dean or Vice Dean: Scheduling is done through Kimberly Smith.