For the first time I was on the committee for the libraries@cambridge annual day conference. This is a regular event and high on the list of University of Cambridge library staff and college library staff. I had the role of speaker liaison.
Your role is redundant until the conference theme has been decided. Once this has been agreed this role involves;
- working with Committee Chairs and to decide which Speakers to approach
- contacting potential speakers and providing background information about the Conference and theme
- assisting in organising transport and accommodation for Speakers
- liaising with Venue and Timetabling committee members to ensure that Speaker’s presentation needs are met
- liaising with Ticketing and Social Media committee members to ensure relevant information about Speakers is available to promote prior to the Conference
- be an ‘on the day’ contact point for speakers at the Conference
In identifying potential speakers, you need to trawl your memory banks for relevant, engaging speakers you have seen at conferences or meetings. Keeping ahead via your professional body can also generate leads, as can a presence on social media and engaging with colleagues.
Contact your potential speakers well in advance of the conference date. Make sure you have more speakers than you need, people may not reply to you in time and of course last minute incidents occur. The best laid plans of mice and men and conference organisers.
Be clear about what each speaker is expected to talk on and for how long. Think about the format of the session they are delivering. For example, is it a keynote speech, lightning talk or interactive session. This may influence where they are placed in the conference programme and which room their session is in. Are there suitable rooms for their session to be held? Is any special equipment needed? How many people can the room accommodate? Will numbers have to be limited? If the speaker is a ‘big draw’ you need to ensure the room will be able to hold the potential audience numbers. Obviously all of this does not fall on the speaker liaison shoulders, you will be in contact with the venue and timetabling contacts and may will be keeping the chair informed.
Ensure you receive any speaker presentations in advance and be mindful to check if the presentation uses more specialist software, do you have access to it? Check if speakers require accommodation and have any specific needs e.g. dietary requirements, mobility issues. Organise accommodation and make sure they know where they are staying. Think about who is responsible for organising travel for the speakers.
Remember to obtain their permission to make their presentations public. Some sessions may be recorded and shared within your library community. You will need the presenter’s permission in order to do this. Does your presenter consent to have their photograph taken during the conference? Will they supply a photo in advance of the conference which can be used for publicity. Is theire presentation going to be uploaded into your institutional repository. You need to check these details. Of course it goes without saying (but I am going to mention it anyway) you need to check if the presenter uses their formal name, check their affiliations and respond to any questions from them in a very timely manner.
Come the day of the conference you need to be recognised and available to the speakers. Help with any luggage. Ensure they know where they are presenting and the layout of the conference venue as a whole. Help set up the room for them. Provide a programme for the day, after all there will probably be sessions they would like to attend and meet some of the other presenters.
It is a good idea to have at least one committee member in each session. They can introduce/thank, keep the session to time, be a familiar face for the presenter and the attendees and be on hand should any problems arise.
Well its done, all the hard work for the day is over. The conference has finished and has been a great success. There’s still work for you to do. Contact the speakers to thank them. Inform them of when their presentations etc. will be available to view. Establish who is the contact for expenses and how the speakers get the expenses to the conference organisers.
Then job done, you have successfully survived and contributed to the conference, your colleagues and your own CPD. Remember, it’s a team effort. You have played your part, your colleagues have helped you achieve your role, you have helped them. This time next year perhaps….
Between The Lines 