Speakers Bureau

Inviting a Speaker

The Kellogg Speakers Bureau now vets and tracks all external speakers, including Kellogg alumni returning to campus to speak.

Keep us posted at SpeakerNotice@kellogg.northwestern.edu:

• Before outreach to any speakers, for internal vetting
• Upon confirmation, including details (date and time of event, speaker’s name/title/company/email, course/section, room location)

The Speakers Bureau will ensure no internal conflicts with existing Kellogg invitations prior to outreach, update senior Kellogg leaders of upcoming speakers, and send a thank you via e-mail to the speaker post-event, in partnership with the Dean’s Office.
 

Student Host Checklist

BEFORE INVITING A SPEAKER

• ›Contact the Speakers Bureau for vetting at SpeakerNotice@kellogg.northwestern.edu .

6+ MONTHS IN ADVANCE

• ›Send invitation to speaker.  Copy assistant.  Follow up and confirm.
• Confirm speaker’s arrangements for travel and lodging.

3-6 MONTHS IN ADVANCE

• ›Confirm engagement via e-mail to speaker and assistant.  Include event details.
• Schedule a prep call for 4-6 weeks in advance of the visit.
• Submit confirmed speaker information through the Speakers Bureau Website.
  Information needed includes: date, time, location, title and host of the speaking event; speaker’s name, title, company, and email; speaker’s assistant’s name and email

4-6 WEEKS IN ADVANCE

• ›Hold prep call with speaker.  Make sure to ask if speaker uses a Mac (if slides will be used), inquire about special needs, request speaker’s cell phone number for day-of use.
• Coordinate internally on parking (Student Life), slides and AV (KIS), classroom setup (Facilities), or other needs.

2 WEEKS IN ADVANCE

• ›Email speaker to check in.  Prompt for draft remarks or materials.

1 WEEK IN ADVANCE

• ›Send final logistics information to the speaker, i.e. address, where to meet, arrival time, talk time, what to bring, dress, and your contact (mobile) number for day-of needs.
• Reconfirm internally on setup and special needs.
• Pick up box of chocolates from Student Life.  Purchase bottled water.

DAY OF

• ›Prepare speaking area, i.e. make sure the AV is ready, chairs are placed correctly, bottled water is set out and gift is ready to present after the session.
• Greet speaker at pre-arranged location.  Make comfortable / sit and chat for 10-15 minutes.

• Email the speaker trhe same day with a thank you note. (In approx. 2 weeks, the Dean's Office will also thank speaker in a separate email)
• Email Speaker Notice at SpeakerNotice@kellogg.northwestern.edu to confirm that speaker participated.  Include feedback speaker and about speaker (quality and content).

See the extensive Student Host Checklist for more information.