guest speaker checklist

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					UTSA Events Management & Conference Services                       To use checklist: Click OPTIONS, Enable Content

                                                         Speaker Budget
Checklist for Guest
                                                         Speaker Fee:
Speakers – Event Planner                                 Deposit:
Ensure space is confirmed before scheduling/inviting a   Travel:
guest speaker or advertising an event.                   Meals:
                                                         Lodging:
               Event Name                                Parking:
Date:                                                    Materials:
Time:                                                    Miscellaneous:
Location:
Room:
                                                           Determine emergency plan (if speaker cancels)
Timekeeper:
AV Technician:                                             Arrange for shipped/stored materials
Presenter:
Presentation Title:
Presentation
Length:

                                                         Notes
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
UTSA Events Management & Conference Services                   To use checklist: Click OPTIONS, Enable Content

                                                        Speaker Contact Information
Speaking Engagement –
                                                        Cell Phone:
Guest Speaker
                                                        Email Address:
Thank you for speaking at our event. Please complete
the following checklist and send back to the event
                                                        Alternate Phone:
planner at the following email address:


(Blue: TO BE COMPLETED BY EVENT PLANNER/HOST)
                                                        Bio Information
Event Name
Date:
Time:
Location:
Room:
Timekeeper:
AV Technician:


Presenter Name:
Presentation
Title:
Presentation
Length:
   Will Require Technical Support to advance slides

   Will Require Run Through prior to event date

  Parking Space Needed (campus map)                        Photo Required                   Attached
  Additional Needs:                                        Publicity materials will be included

                                                        Setup Preferences:

                                                                             Conference

                                                                             Conference U
Audio Visual Preferences:

   Computer PC                        Computer MAC

  LCD Projector                       Podium                                 Lecture

  PowerPoint Clicker                  TV / DVD                               Classroom

  Microphone-Lapel                    Podium                                 Chevron

  Microphone-Hand Held                Dry Erase Board                        Banquet Rounds
  Microphone-Headset                  Table

				
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posted:9/14/2012
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