UTSA Events Management & Conference Services To use checklist: Click OPTIONS, Enable Content
Checklist for Guest Speakers – Event Planner
Ensure space is confirmed before scheduling/inviting a guest speaker or advertising an event.
Event Name |
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Date: |
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Time: |
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Location: |
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Room: |
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Timekeeper: |
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AV Technician: |
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Presenter: |
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Presentation Title: |
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Presentation Length: |
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To Do
Confirm event space through EMCS
Confirm speaker
Send speaker a checklist
(Registered Student Organizations ONLY) Submit Off-Campus Speaker Form to EMCS
Arrange air/lodging/transportation
Arrange parking
Arrange meals
Create contract/signed
Arrange payment
Confirm speaker needs
Send Speaker Checklist to EMCS
Schedule technical run thru
Confirm speaker directions
Proof bio/photo for signage/emcee/programs
Speaker Budget
Speaker Fee: |
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Deposit: |
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Travel: |
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Meals: |
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Lodging: |
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Parking: |
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Materials: |
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Miscellaneous: |
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Determine emergency plan (if speaker cancels)
Arrange for shipped/stored materials
Notes
Speaking Engagement – Guest Speaker
Thank you for speaking at our event. Please complete the following checklist and send back to the event planner at the following email address:
(Blue: TO BE COMPLETED BY EVENT PLANNER/HOST)
Event Name |
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Date: |
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Time: |
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Location: |
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Room: |
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Timekeeper: |
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AV Technician: |
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Presenter Name: |
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Presentation Title: |
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Presentation Length: |
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Will Require Technical Support to advance slides
Will Require Run Through prior to event date
Parking Space Needed (campus map)
Additional Needs:
Audio Visual Preferences:
Computer PC Computer MAC
LCD Projector Podium
PowerPoint Clicker TV / DVD
Microphone-Lapel Podium
Microphone-Hand Held Dry Erase Board
Microphone-Headset Table
Speaker Contact Information
Cell Phone: |
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Email Address: |
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Alternate Phone: |
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Bio Information
Photo Required Attached
Publicity materials will be included
S etup Preferences:
Conference
Conference U
Lecture
Classroom
Chevron
Banquet Rounds
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Tags: checklist for, following checklist, services, management, conference, checklist, events