Global Leadership Conference 2013

Finding and Utilizing the Best Speakers

Helena HannonenMark Romney

Finding and Utilizing the Best Speakers

1. Preliminary Planning2. Approach a Potential Speaker3. Advertising4. Finalize room reservations and food orders5. Maintain informal contact with the speaker6. The Event7. After the Event

1. Preliminary Planning

• Determine a general time to hold the event (October, spring, etc.).• Determine a general topic of interest: finance, entrepreneurship, Church

leadership, etc. (Most events should focus on business education.)• Determine three potential speakers from local business, civic, and religious

organizations and order them according to interest. (Contact Church Public Affairs or a Key Cities Committee in your area to get ideas of possible speakers.)

• Decide on one or two specific topics that each speaker could present on. Write them out.

• Select a contact either from your chapter or a friend of someone from you chapter who either knows the proposed speaker or is in the best position to approach the proposed speaker.

• Get permissions and inform Church authorities of speakers you plan to bring.

BYU Speakers

• Faculty• National Advisory Council• MBA Excursions and Travel Abroad Programs• Career Connect• Consulting and Business Travel• Dean’s Seminar

Finding Local Speakers/Leaders

• Speakers Bureau• Corporate leaders, consultants, trainers• Visitors traveling on business or pleasure• Relatives or colleagues of local BYUMS

members

Finding Global Speakers/Leaders

• Professional conference participants• Returning home country nationals• Vacationing foreigners• Leaders on business or Church assignment

BYU HAWAII CAREER CONNECT

• Nov 2013 Boston Japanese Career Forum• Nov 2013 Australia • Apr 2014 Taiwan• Apr 2014 Other Polynesia (Tonga)• Jun 2014 Japan• Aug 2014 Indonesia/Malaysia• Sep 2014 Hong Kong• Sep 2014 Korea• Nov 2014 New Zealand

2. Approach a Potential Speaker

• The contact should approach your desired speaker, introduce the Management Society and its mission, and ask the speaker’s interest in presenting to the chapter.

• Present the Management Society as a premier organization of business professionals, a group of highly motivated individuals seeking to continually develop their talents—but make sure you are prepared to back up your statements with a good showing should the speaker accept your invitation.

• Be prepared with solid dates, but be flexible enough to adjust to his busy schedule.

• Be prepared with solid topics for presentation. Flatter the speaker by mentioning his expertise on the topic you would like him to speak on. Make obvious your members’ desires to learn more on that particular subject.

2. Approach a Potential Speaker (cont.)

• If the proposed speaker is LDS, do not make him feel that it is his religious obligation to participate. However, let him know that the Management Society is trying to promote the ideals and values that he stands for, and could benefit from the experience and expertise of an established LDS professional like himself.

• If the speaker is not LDS, brief him or her about the type of audience who will come to the event.

• Remember, the worst thing he can say is “no.” If that’s the case, graciously move on to the next potential speaker.

• After a speaker accepts your invitation, you must, as soon as possible, commit her to a firm date and time, which should be far enough away to give you time to prepare but not so far away that it allows the speaker to become disinterested in the meantime (approximately three to six months).

• Find out if the speaker needs a translator.

3. Advertising

• Begin preliminary advertising immediately. All committee members should start “spreading the rumor” that the speaker will be coming. If the speaker is relatively unknown, offer his credentials to anyone who asks. Send emails to all possible attendees.

• Get others excited about the Management Society. Use the event as a recruiting tool.

• Coordinate with or invite members of BYU Alumni and Law chapters.

• Keep track of the names and contact information of those you make contact with. Write them out.

3. Advertising (cont.)

• Once you have decided the details of the event (time, place, fees, etc.), then determine the target audience and size of audience you that will adequately flatter the speaker.

• Compile a mailing/emailing list.• Create and send out some kind of formal invitation well

in advance of the event (at least one month).• Ask for RSVPs! If you are current with the database, you

can have members RSVP through the database.• Use social media to direct people to BYUMS website.

3. Advertising (cont.)

4. Finalize room reservations and food orders

• Confirm arrangements with caterer or food provider.

• Confirm availability of audio, video and/or internet connections.

• Secure safe escape routes for emergencies.• If the speaker is staying over night in a hotel, arrange for someone to stay in the next room in case the speaker needs assistance at any time.

5. Maintain informal contact with the speaker

• Obtain Speaker’s permission to videotape the presentation if you plan to videotape for BYUMS website.

• Contact the speaker every few weeks with short updates on the event. Impress the speaker with your organization.

• Confirm Speaker’s requirements for audio, video, handouts and/or internet connections.

6. The Event

• Arrive early to verify arrangements for event.• Check audio, internet, handouts and video

connections, if needed. • Set up video-taping equipment. If appropriate. • Confirm seating arrangements if appropriate.• Set up Chapter Banner, Chapter Promotional

Materials and Event Registration information.• Consider a “Thank You” gift for the Speaker.

7. After the Event

• Write an article on the event for your newsletter. Send a copy with a thank-you letter to the speaker. Invite the speaker to maintain contact with your chapter.

• Send the newsletter to your entire mailing list, including those who did not come—help them feel that they missed out and should come next time.