Campusalam

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Be sure to ask your speakers well in advance. How far in advance depends on how busy, popular or famous the speaker is. By asking late, not only are you less likely to get them, but it looks like they’re your last choice and everyone else has turned you down!

Unless someone is a friend, not very experienced or in demand, a month is the minimum to contact them. Most academics or busy religious figures will be booked up at that point.

An initial phone call to explain and check availability is all right in some circumstances, but most speakers prefer to have something in writing so they can think about whether it is something they should do.

When you write, give as much information as possible. It will help them to help you by making a decision faster.

Information to include:

- Who you are and who your organisation is
- What kind of event you want to hold: its nature and format
- Why? What are your aims?
- Who will be attending? What level should they pitch it at?
- Who else will be speaking?
- What you would like them to speak on and for how long?
- Anything else you want them to do, like run a workshop, respond to another speaker, provide written notes, or whatever
- Practical details like date, time, place; catering and other arrangements
- What you can offer them: fee, expenses, or just gratitude
- If you’re pressed for time: when you need to know by – if you can do this politely!
- How to reach you


If they decline be sure to acknowledge and thank them anyway! Next time they might say yes.

If they accept, acknowledge with thanks and as soon as possible move to the next phase of information exchange:


- What is the title of their talk?
- Do you want them to provide a blurb or short description for publicity purposes?
- A short paragraph describing themselves for publicity or information on the day?
- Any preparation they want participants to do in advance?
- Do you want them to provide a reading list or other information?
- What to do about photocopying handouts
- Whether you can provide PowerPoint, audio or video, DVD and so on. Be precise: for PowerPoint can you provide both the laptop and the data projector?
- Can they send you their PowerPoint presentation in advance to load up if you are providing the laptop?
- Payment arrangements: if you are flexible what do they prefer? Do you need them to provide receipts for expenses?
- Get their mobile number if possible and give them yours, or whoever will be able to take an emergency call from them on the day if they’re delayed.


If there are any changes to the programme or practical arrangements, remember to keep them informed.