This guidance gives advice on the things you should consider when organising an event with a speaker. Click here for general guidance on how to organise an event.
- Decide on the topic – is this part of a series of events such as Members Meetings or a one off? Does this coincide with a special event such as an anniversary?
- Decide on the audience – is this for all LALG, your own group or open to the public.
- What can you afford to pay? Put this in your budget.
- Where will you find the speaker? Perhaps:
- A volunteer.
- A member of a LALG or another local group.
- Word of mouth recommendation.
- Someone from a charity, place of interest, local business, university, public institution.
- Look on-line - for example https://local-history.co.uk/lhspeakers.html gives lists of local history speakers.
- Speakernet https://speakernet.co.uk/talks aims to link speakers to an audience – at a price!
- Other websites are available using search facilities.
- When you know the topic, audience, place, date, time and what you can afford to pay contact the speaker and agree terms.
- You will need to confirm:
- Availability.
- Cost.
- The length of the talk and whether questions will be at the end or during the presentation.
- Any equipment needed, including access to IT, microphone and projection.
- How and when to make payment, is a deposit needed?
- Put the terms you have agreed in writing. This may be a simple email or a more formal contract depending on circumstances.
- Before the event contact the speaker to reconfirm the arrangements. Provide a map to the venue. It will be helpful for the speaker to know something about the event and LALG beforehand.
- On the day be on hand to welcome, provide refreshments and help set up.
- Find out a few key things so that you can introduce the speaker appropriately.
- Manage the time, make sure things do not overrun and that the audience has opportunity to engage.
- At the end thank the speaker and allow the audience to show their appreciation. The speaker may be willing to stay on for individual questions - check this out.
- Help the speaker remove any equipment.
- Make payment as agreed.
- After the event send a written thank you. You never know you - or another LALG group - might want to use them again.
