Phi Theta Kappa - International Honor Society of the Two Year College

Securing Top-Notch Speakers

Securing speakers for your regional meeting can seem like a daunting task. Below are tips to help you identify and secure top-notch speakers for your event.

Before You Begin:

1. Start planning early. When possible, begin looking for speakers at least two months before the scheduled event.
2. Create a tentative program for the meeting. This will enable you to see how many general sessions you will have and how many speakers you will need.
3. Make a list of possible topics that you would like speakers to discuss. Try to be as comprehensive as possible with your list, so you do not limit yourself. Focus on topics related to Phi Theta Kappa's programs, such as the Honors Study Topic, Gold, Gods, and Glory: The Global Dynamics of Power and the International Service Program Operation Green: Improving Our Communities. Given the comprehensive scope of both of these programs, you can narrow your list by considering only issues of particular interest to your audience. For example, immigration reform might be of particular interest in Arizona or Texas, whereas alternative energy sources might be a hot topic in California.
4. Review the meeting budget, and determine how much you can comfortably afford to spend on speakers for the general sessions. If possible, attempt to provide each speaker with an honorarium. An appropriate honorarium may range from $200 to $2,000+, depending on the speaker's credentials, whether the speaker is in high demand, and whether the speaker has to travel to the event.

Identifying Possible Speakers:

5. Ask for recommendations. If you are looking for a speaker on the International Service Program, contact your local Keep America Beautiful affiliate or Director of Affiliate Services April Buther at 203.323.8987, extension 820.
6. Take advantage of professors at local colleges and universities. Most colleges have extensive websites that include information about faculty. Set aside ample time to peruse the websites in search of potential speakers. For speakers on the Honors Study Topic, begin by looking at the faculty in the political science, history, international relations, religion, and economics departments. Many professors post a curriculum vita on the college website. You can learn a lot about a person's interests and expertise by examining his/her CV. You might also want to look at the classes taught by a particular professor. The course list will also provide you with information about the professor's expertise. The CV and course list may also give you ideas about specific topics the professor could address.
7. Consider local business executives or religious leaders as possible presenters.
8. Consider local or state politicians or government leaders as possible presenters.

Securing Speakers:

9. Contact potential presenters by phone, email, or letter. Identify yourself and the group you represent, and explain that your call regards a possible speaking opportunity. Provide as much information up front as possible, including the date, time, and location of the presentation. Suggest a presentation topic, but be open to ideas that the presenter might have. Tell the speaker what amount you are able to offer as an honorarium.
10. Once a speaker has agreed to present during your meeting, send the speaker a letter or other document outlining what has been discussed (date, time, location, presentation topic, and any other obligations the speaker might have, such as fielding questions or signing books). Also include information (phone number and email address) for a primary (perhaps you) and secondary contact. This document should clarify expectations for all parties.
11. It is also a good idea to send to each speaker information about your audience, such as how many people you expect. Tell the speaker about the honor society at large and about your region specifically. Give the speaker specific information about their topic by providing a link to the appropriate Program Guide: the Honors Study Topic Program Guide and the International Service Program Guide are both available online and as a PDF.
12. Approximately two weeks before the event, follow up with each speaker. Make sure that he/she is prepared for the event. Determine what audio/visual equipment the speaker will need for the presentation. Let the speaker know who will meet him/her on-site (this should be the primary or secondary contact person), where to meet, and what time to meet. Also, let your speaker know who will be introducing him/her during the general session. Request a bio if you do not already have one. Your speaker should have no questions about what will happen on the date of the presentation.
13. Thank the speaker and present him/her with a small gift. This can be an inexpensive memento, such as a Phi Theta Kappa coffee mug or pen set.
14. Once the presenter has completed his/her obligations, present the speaker with a check in the amount of the agreed-upon honorarium. Express your appreciation once again.