ECM Speaker Coordinator

Cabinet
Speaker Coordinator

I. Before the Conference.

A. Obtain workshop descriptions, speaker photos and brief biography from the Planning Committee members or as soon as the speakers contact information are made available.
B. Send a letter of introduction to speakers (explaining the theme, the philosophy and the program of the Conference), requesting a photo and a brief biography if they are missing as soon as the above information are available. Also, ask for a description of the workshop if they would like to modify the one supplied by the Planning Committee.
C. Edit and submit the above information to the Graphics Designer one month before the poster goes to final draft.
D. Send a second letter request details of transportation and registration information, equipment arrangement, permission to record, whether spouse or children are coming, etc. to the speakers by the 2nd week of September (check reimbursement policy).
E. Encourage the speakers to attend full time. Arrange to pick them up at the airport, and group them whenever possible and convenient for commuting between campground and the airport.
F. Provide lodging information to Registration team Information Processing Leader and transportation arrangement of the speakers to the appropriate Transportation Coordinators by the 2nd week of November.
G. Submit the speakers’ traveling information and register them with the Registrar, and in turn request housing confirmation from him or her by 2nd week of November.
H. Send a third letter in confirming the details of the arrangements made for the speakers by last week of November.
I. Encourage at least one of the main speakers to stay until the closing ceremony.


II. During the Conference.
	A. Welcome the speakers and remind Chairperson to introduce the late-coming speakers. B. Attend to any last minute and in-conference needs of the speakers. C. Obtain honorarium and reimbursement from Treasurer and present to the speakers before they leave. Also include group photo as a gift for the speakers.


II. After the Conference.
	A. Send thank-you letter and invite the speakers to give feedback by the 2nd week of January of the following year.

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