Checklist for a successful program

BEFORE THE PROGRAM DATE

1. In order to secure the date on the speaker's calendar, review the Program Agreement, sign and return one copy to Jostens Speakers Bureau (JSB). Begin to process the paperwork for payment, as indicated in the Program Agreement terms.

2. If the speaker has supplied press release information, you are welcome to submit it to local television news and newspapers. Speakers welcome the opportunity to support your event through media coverage.

3. Assign a technical assistant, one who is knowledgeable about the lights and audio equipment, to assist the speaker throughout the program. Also select a dynamic personality to read the introduction provided by the speaker. If your speaker has requested additional audio-video equipment, please make arrangements in advance.

4. If your sound system and microphone are not adequate, borrow or rent quality equipment. Good sound is crucial to the success of your program! Supply either a cordless microphone or a hand-held pole microphone with 50 to 100 feet of cord. In most cases, the speaker will ask to have the podium moved off stage.

5. Coordinate all logistics with JSB. If required, make hotel arrangements for a non-smoking room, secure the room for late arrival and provide JSB with the confirmation number. Check that you have flight information from JSB and that all ground transportation has been coordinated. If the speaker is driving to your event, please provide a map and written directions to the hotel and speech location.

DAY OF THE PROGRAM

6. Upon arrival (30 to 45 minutes early), the speaker will want to work with the technical assistant to check the sound system, microphone, cord, lights, room temperature, etc. Each speaker will explain their preference for stage and room lighting (spotlight, full stage, or full house). If using a gymnasium, use full lighting. If your gym has mercury lighting, turn lights on early to allow for warm-up time. Ask the technical assistant to play upbeat music through the sound system as attendees enter and leave the auditorium.

7. The speaker will expect the contact person and technical assistant to listen for and eliminate disturbing noises before and during the program (weed blowers, lawn mowers, overhead exhaust, heater fans, loudspeaker announcements, bells, hallway noise, etc.). Not only do we want your audience to hear the speaker without a problem, speakers must protect their voices. Oh, speaking of voices... Please provide the speaker with a glass of water (no ice) or juice to use during the speech.

8. Have the audience seated on time so the speaker can present the entire program without having to cut material or go overtime. If the audience consists of students, ask teachers and advisers to sit among them. Seat the front/center section of the auditorium first. Do not allow the audience to scatter throughout the auditorium. If using a gymnasium, please make every effort to seat the audience on one side of the gym. The overflow can sit in chairs or on the floor. Whenever possible, speakers want to avoid having their backs to part of the audience. The introduction should begin only after the audience is seated and the room is quiet. Read the introduction exactly as written or follow the instructions given by the speaker.

9. Final fee payment is due to the speaker on the program date, unless other arrangements have been secured with JSB. A travel expense invoice will follow the event. Speakers pre-pay many airfares far in advance, therefore, prompt payment is requested and greatly appreciated.

AFTER THE PROGRAM

10. For school assemblies, teachers are encouraged to conduct a follow-up lesson with students. Students and teachers are welcomed to write to the speaker to express feelings and opinions. Your opinions are very important to Jostens Speakers Bureau! Please send your comments to JSB to assist in the professional development of each speaker.