Host a Speaker

A presentation by an informed and dynamic speaker is an effective way of motivating students, faculty and the community to become engaged in human rights. Finding an expert on your issue to address a group is not as hard as you may think. There are several sources.

You can find speakers on specific issues by researching relevant organizations, your school's academic departments, other schools, hospitals, health professional organizations and, of course, Google. A search on the web will also turn up a number of speakers' bureaus, but they tend to represent speakers who command large fees. For the budget-conscious, look into NGOs and websites dedicated to your specific issue. PHR can provide useful recommendations as well.

When looking for a speaker, keep the issue paramount: the most effective presentations feature speakers who are expert and credible on the issue, and of course the best speakers convey a genuine passion and commitment.

Preparing a Speaking Event

• Before choosing a speaker, film, or presentation style, set clear goals for your event. Use the Event Task List form as a guideline for what needs to be done.
• When researching a speaker, be sure to find out what costs are involved. Many speakers require an honorarium; others may waive their fee but require that travel and other out-of-pocket costs be covered. Other may donate their time and cover their own expenses. Be sure that you understand clearly what costs you will need to cover. If your chapter has inadequate funds, plan for time to raise funds or approach the student activities office or academic departments for sponsorship.
• Invite your speaker well in advance of your event—at least two months, possibly more. That way, if your first choice is not available, you'll have time to find someone else. If you have to plan your event on short notice because of a crisis or some other urgency, it can't hurt to ask — your speaker may be available.
• Create a program flow for the event with set times, roles for event organizers, and time at the end for attendees to take action. Assign a host or contact person for your speaker(s).
• Perform due diligence on the speaker(s) and the issue! Prepare a written introduction and have it approved by the speaker(s).
• Coordinate your speaker(s)' travel. Build in extra time in case of travel delays or emergency. Plan for your speaker to arrive with sufficient of time to relax and get settled before the event begins. Introduce your speaker to the organizers, relevant faculty or advisors, and any other presenters.
• You may be able to maximize your speaker's travel to your campus by setting up meetings with smaller groups before or after your event, e.g., with policymakers or faculty. You may be able to work with the speaker on a letter to the editor or OpEd while he or she is there.
• Publicize! Start publicizing in school and community newspapers, online, etc, two to three weeks in advance and plan for a "publicity blitz" for the five days leading up to the event.
• Invite the media! Contact reporters and editors, issue a press release; arrange interviews or a press conference if appropriate.
• Be sure to have a good photographer shoot the event and get close-ups of the speaker, chapter members, other "VIP'S. Use these for post-publicity, your chapter archives, and to send to PHR! Ask the speaker for permission to use his/her photograph.
• Videotape or audiotape the event. Be sure to get permission from the speaker to use the tape. It can be a great educational and advocacy tool, and is a good way of documenting your chapter activities.

Key Questions to Ask Presenters:

• What is the cost to the group?
• What do you need for travel, lodging, or other expenses?
• What equipment do you need for your presentation?
• How long is your presentation?
• Do you have a preference for a particular room set-up?
• Are you available to do interviews with press and/or meetings before or after the event?
• Will you send a brief bio? Will you give us a photo for flyers?
•  How do I contact you in an emergency?

At the Event

• Use a sign-up sheet of the event for attendance record and follow-up. Send a copy to Danielle at dfox [at] phrusa [dot] org.
• Delegate a time-keeper during the speech. Have a method for letting presenters know when time is running out.
• Q&A time is a great way to engage the audience. Have your chapter members prepare a few questions in case of a timid audience.
• If possible, allow time at the event of the presentation for attendees to meet the speaker.
• Schedule time for media interviews, if possible.

Post-Event

• If possible, take presenters and key organizers to diner (or provide pizza!) as a "thank you" and invite your chapter. Within a week, send personalized thank you letters and a gift along with a photo of the event to speakers.
• Express thanks to all people involved in the event, including chapter members, attendees, other groups in coalition, sponsoring departments. Build on relationships for future events.
• Remember to record, evaluate, and celebrate!

Practice Exercise

Your chapter wants to host a three-person panel to holistically analyze international intervention in a public health crisis. What do you want the attendees to learn, and who are potential speakers? What other informational materials or activity options will you have available? How will you follow-up with attendees and presenters?

 

> Return to Action Options