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In-Person Event Guide

The following information supports organizers in preparing for and delivering a successful in-person event with a speaker through Speakers Bureau of Canada (SBC). Please review carefully to ensure all onsite and logistical requirements are met.

Pre-Event Preparation

Fill out Speakers Bureau of Canada’s forms to reconfirm and provide additional information provided in the agreement process.
The form will reconfirm all event details, session details, technical setup, and logistical requirements.
The form will request important contact information, the virtual software platform, the session link, content creative meeting details, and speaker login time.
The form ensures all logistics and details are captured to fully prepare the speaker for the event, meeting requirements, content, and session goals before your content creative meeting.
If anything changes after you fill out the form or there is missing information, please contact our Client Services Representative asap.

Recording and Livestream

Confirm in advance if the session will be recorded, livestreamed, or redistributed.
Share intended use, access duration, and distribution plan with our Client Services Representative.
Ensure the agreement includes the terms and conditions that permit the intended use.
Respect the intellectual property terms outlined in the agreement.
Do not distribute recordings, livestreams, or materials beyond what is permitted.
Remove videos or livestream files from servers once your permission period expires.

Internal Onsite Confirmations

Ensure the onsite contact is available to escort the speaker, assist with navigation, and facilitate introductions.
Ensure the A/V contact is available for rehearsal, remains onsite during the session, and is prepared to support the speaker throughout.
Confirm all dietary restrictions with catering and ensure appropriate arrangements are in place.

Content Creative Meeting
https://speakerscanada.com/in-person-event-content-creative-meeting

Schedule the content creative meeting 30–45 days before the event.
Inform the speaker of the audience profile, including roles, professions, and background.
Provide background information on the event host and confirm who will introduce the speaker.
Inform the speaker of other presenters, their speaking slots, and topics.
Review the program and identify activities scheduled before and after the speaker’s session.
Review event goals, participant outcomes, session themes, and current challenges.
Include leadership messages, organizational priorities, achievements, or challenges to be addressed.
Discuss and confirm session topic themes, event goals, and desired learning outcomes.
Invite the speaker to share insights and ways to adapt content to audience needs and confirm alignment.
Inform the speaker of any special announcements, special guests, acknowledgements, or closing remarks.
Discuss interactivity and engagement tools suitable for the audience.
Review outstanding deliverables and submission deadlines, including slides or materials.
Outline any content-related action items, special requests, and submission deadlines.
Document agreed outcomes and circulated a summary to all parties.

Content Creative Meeting Technical Review

Outline additional commitments such as meals, networking sessions, meet-and-greets, or book signings.
Confirm logistics for book sales tables, signing sessions, or audience Q&A management.
Confirm times for speaker is participation in networking or meal sessions.
Confirm the onsite contact and review arrival instructions.
Confirm diet restrictions and on-site requirements.
Confirm the A/V requirements, rehearsal date, time, and location and A/V contact.
Confirm session format, introductions, and moderation process.
Confirm speaking time, Q&A duration, end time, and free to depart time.
Inform the speaker of the venue’s emergency response procedures.
Inform the speaker of the of any adaptation or responses in place for any technical or emergency situations.
Discuss the specific emergency actions your team or the speaker will take if an issue arises.
Outline any technical related action items, special requests, and submission deadlines.
Document agreed outcomes and circulated a summary to all parties.

A/V Rehearsal & Technical Requirements

Schedule a rehearsal in the event room prior to the session.
Ensure the A/V contact is available during both rehearsal and presentation.
Provide a printed copy of the speaker’s technical requirements to the A/V contact.
Confirm stage entrance, room, audience seating, speaker notes and podium or lectern setup.
Confirm microphone setup, slide control, water, screen sharing and any video or audio playback.
Confirm lighting, sound levels, and overall visibility in the event room.
Ensure the speaker tests all A/V equipment and is comfortable with the setup.
If there are other rooms or locations, escort the speaker to show them the route and set up.
Provide hand sanitizer at meet-and-greets or book signings.
For large rooms, ensure microphones and liaisons are provided for Q&A
Notify SBC of any changes to the technical setup that may affect speaker performance.

Day-of-Event Best Practices

Escort the speaker upon arrival and review the schedule.
Discuss and confirm any other commitment logistics such as meals.
Reconfirm emergency procedures and venue safety protocols with the speaker.
Remain prepared to manage last-minute adjustments quickly and discreetly.
Seat the speaker with leaders, decision makers, or other speakers.
Help conserve the speaker’s energy and manage commitments prior to the presentation.
Facilitate introductions to the event host, key leaders, team members, and other speakers.
Communicate promptly with the speaker regarding any technical issues or program changes.
Ensure the session starts and ends on time.
Support Q&A to ensure it runs efficiently and provides value to the audience.
Guage the attendee’s engagement, reactions and Q&A interest.

Post-Event Coordination & Deliverables

Speaker must contact the organizer and copy SBC within 7 to 15 days after the engagement.
Speaker must provide any outstanding materials or resources to the host for distribution.
If a recording was provided, it must be hosted on a private, secure, and password-protected site.
Speaker and host must confirm the access point for invited participants and internal removal timelines.
Host and speaker must submit event images, videos, and recordings in the event media portal.
Host and speaker must coordinate any unanswered audience questions and provide follow-up responses.
Host is responsible for collecting and relaying audience feedback, ratings, and testimonials with speaker and SBC.
All outstanding deliverables such as slides, resources, or links must be distributed as agreed.
Speaker must notify SBC of any changes to organizational contacts, billing, or procurement processes.
All approved materials and correspondence must be maintained in the SBC portal for reference.

Event Review and Continuous Improvement

Host and speaker must report participant engagement trends and key takeaways to SBC.
Event outcomes and observations must be used to support program improvement and future alignment.
A debrief may be arranged with SBC, the host lead, and the speaker when additional coordination is beneficial.
Challenges encountered and solutions applied must be summarized to strengthen planning for future events.

In Person Event Process Resources & Checklists

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