STUDENT HOST CHECKLIST
BEFORE INVITING A SPEAKER
Contact Speakers Bureau for Preliminary Review
- Contact the Speakers Bureau for vetting at SpeakerNotice@kellogg.northwestern.edu
Please include:
- Speaker’s name, title, and company
- Student club information
- Date and time of speaking event (if a specific date and time are known in advance)
- Any notes regarding your relationship with the speaker, or the speaker’s expertise, that may be helpful to the internal review process
Within one week:
- The Speakers Bureau will conduct a preliminary review.
- You will receive approval, or a request for additional information.
- You will be notified if additional coordination within Kellogg or additional review is required.
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6+ MONTHS IN ADVANCE
Invite Speaker and Schedule
- Send invitation to speaker.
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Upon reply:
- Confirm schedule as soon as possible.
- If flight arrangements or lodging needed, arrange as soon as possible.
- If speaker is making own arrangements, request a copy of the itinerary in order to track flights – especially helpful in the case of weather or other travel delays adjacent to the speaking date.
If no reply:
- Within one week, send first follow up.
- Within two weeks, send second follow up or call (dependent on relationship with speaker).
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3-6 MONTHS IN ADVANCE
Confirm Details and Communicate
- Confirm speaker event information via e-mail.
Please include:
- Student club name and description
- Date, start and end time, suggested arrival time
- Location, including building name, street address, and room, if available
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- Reserve a classroom for your event.
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- Send notification of confirmed details to SpeakerNotice@kellogg.northwestern.edu
Please include:
- Date, time, location and title of the speaking event
- Speaker’s name, title, company, and email
- Speaker’s assistant’s name and email
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4-6 WEEKS IN ADVANCE
Advance Preparations
- Share additional information with speaker prior to prep call.
Please include:
- No. of students attending event
- Event title and description
- Goals for speaker’s engagement with the group
- Format: keynote, fireside chat, lunch & learn, alumni panel, workshop
- Preference for materials: slides / no slides, handouts
- Information on planned WebEx, recording, photography or media, if any
- Total talk time v. Q&A time
- Relevant background materials, if any (i.e. if a series, feedback from past events)
- Hold prep call with speaker.
Please make sure to:
- Address any questions on information provided in advance of call
- Identify speaker’s preferred presentation style (i.e. candid v. formal remarks, serious in tone v. humorous) - consider within framework of the speaking event
- Ask if speaker uses a Mac (if slides will be used) or requires security
- Address any topic areas that are off-limits or should be avoided
- Inquire about special needs (i.e. wheelchair access) or requests
- Share information on getting to campus and parking, how to dress
- Request speaker’s cell phone for any day-of needs
- Set a date now to reconnect, for delivery by the speaker of draft materials or remarks (suggest 2 weeks in advance)
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- Distribute information gathered immediately after the call.
Contacts may include:
- Student Life administration (parking permit)
- Local hotel (lodging)
- KIS (slides and A/V needs)
- Facilities (classroom setup)
- Speakers Bureau (questions, concerns, or special notes)
- NU Security
- Send a follow-up email to the speaker with any transportation, parking or other instructions discussed. Reiterate agreed upon date to reconnect and check in.
- Determine who will introduce the speaker, who will close the events, and who will greet and escort the speaker.
2 WEEKS IN ADVANCE
Final Check In
- Email speaker to check in.
Please make sure to:
- Ask if the speaker has any questions on preparations, if draft copy of remarks / slides are available (offer to share feedback and input).
- If you prefer a special gift for the speaker, request, order or purchase now.
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1 WEEK IN ADVANCE
Logistics
- Send a quick note to the speaker sharing excitement about upcoming visit.
Please include:
- Important reminders on address, where to meet, arrival time, talk time, what to bring, dress, and your contact (mobile) number for any day of questions
- Reconfirm with KIS, Facilities, Speakers Bureau, Student Life or other departments, any special needs that were being coordinated.
- Pick up box of chocolates from Student Life. Purchase bottles of water for speaker.
Have prepared:
- Visitor expense form and W-9 form if expense reimbursement(s) are anticipated
- Speaker’s headshot, if you are unfamiliar with the speaker, for identification
- Speaker’s bio (and personal tidbits, if any) for introduction
- Speaker’s cell phone number for any day-of needs
DAY OF
Execution
- Put bottled water and box of chocolates (or other gift) in the room for speaker.
- Prepare speaking area, i.e. make sure the AV is ready, chairs are placed correctly.
- Confirm locations of restrooms closest to classroom, building entry, other locations where speaker will visit.
- Confirm any other special requests have been met.
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AFTER THE EVENT
Thanks and Communications Post-Visit
- Email the speaker the same day while details are still fresh, to thank them, and with any other follow up you need.
Please include:
- Visitor expense form, W-9 form, and instructions, if applicable
- Request for original or scanned receipts
- Request speaker’s feedback on the overall experience
- For quality speakers and/or speakers with strong industry connections
- Gauge speaker interest in returning to campus to speak again
- Consider asking if they’d recommend a colleague to speak for your student club or through another channel within Kellogg
- Email Speaker Notice at SpeakerNotice@kellogg.northwestern.edu to confirm that speaker participated
Please include:
- Feedback from the speaker, if any
- Your comments on speaker performance, quality and/or general content. (This will be stored for internal purposes only.)
- If the student club will do an evaluation, please share the results with the Speakers Bureau following intake.
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