In Person Event: Content Creative Meeting - Speakers Bureau of Canada

In Person Event: Content Creative Meeting Guide

Purpose of the Meeting

Content creative meetings connect the speaker, organizers, leadership, and event contributors to align on logistics, content and desired learning outcomes.
It defines the expectations, creative direction, logistical confirmations and technical setup for the presentation.
Every detail discussed in this meeting will determine how the speaker’s message integrates with the event objectives and audience experience.

Team Preparation

Ensure all decision makers, leaders, event contributors are invited to the meeting and have reviewed speaker profile.
Confirm team and speaker availability for a 60-minute meeting between 30-45 days before the event.
Schedule the meeting with all parties and provide a calendar invitation and virtual meeting link.
Before the meeting, confirm who from your organization will attend and define each participant’s role in decision-making.
Establish the event agenda, program flow, logistics, and key contacts with missing information noted to finalize later.
Prepare a shared list of questions and discussion priorities in advance, including session format, audience engagement, and content alignment.

Meeting Flow

Begin the meeting by introducing participants, their roles, and their connection to the event.
Provide the speaker with an overview of the event purpose, audience profile, and topic themes.
Share relevant challenges the audience or industry is facing.
Invite the speaker to describe their approach, experience with similar audiences, and how they would shape the session.
Ask follow-up questions and provide details to help the speaker tailor their proposal.
Keep the meeting to 60 minutes unless extended time is agreed upon.

Event Purpose and Goals

Define the purpose of the event, event theme and confirm the main event goals and learning objectives.
Identify the speaker’s key topic themes and clarify how the speaker’s presentation supports your goals and desired outcomes.
Review the event agenda and confirm where the speaker fits within the overall program.
Confirm how success will be measured for both the organization and the audience.
Record all confirmed details in the event summary.
Speaker provides questions about audience expectations, prior research, and relevant content ideas.

Content Discovery & Confirmation

Discuss and confirm event theme, session title, topic description, session goals, and learning outcomes.
Review other speakers, their topics, and learning outcomes to prevent duplication.
Align topic focus, content percentages, and time allocation across themes.
Confirm customization for researched content, current trends, organizational goals, key messaging, and any required announcements or acknowledgements.
Identify key challenges, opportunities, issues, examples, statistics, stories, or case studies to include or avoid.

Session Format and Durations

Discuss presentation style, storytelling approach, language, humour, and engagement tools.
Confirm tone and delivery style and discuss speaker movement, body language, and interactivity.
Confirm visual and interactive requirements such as slides, videos, or props.
Confirm approach for facilitation, level of participation, timing of Q&A, and engagement points.

Audience Profile & Communication Standards

Review audience profile including number of participants, industries, roles, regions, topic familiarity, and experience level.
Discuss audience sentiment, sensitive areas, mood, engagement level, cultural factors, age ranges, and regional considerations.
Identify presence of leadership, sponsors, media, or VIP guests and clarify expectations for style, tone, interaction, and internal language.
Identify topics or examples to avoid and summarize audience challenges, motivations, and desired takeaways.
Speaker provides proposed communication style and engagement approach; host provides demographics, expectations, and tone guidance.

Audience Engagement

Define how participation will occur during and after the session.
Confirm engagement elements such as video playback, video example, activities, Q&A, or polling.
Review communication tools such as takeaway sheets, apps, workbooks, links, and QR codes.
Confirm who will manage interaction including moderators or liaison staff.
Identify onsite support such as microphone runners, timers, or signage.
Speaker and host confirm engagement plan, interactive questions, and polling content.

Measurable Outcomes

Define follow-up actions such as surveys, feedback forms, summaries, or resources.
Define success metrics such as attendance, participation rate, and feedback quality.
Confirm ownership, storage, and sharing of audience data.
Confirm how and when the speaker receives engagement results and feedback.
Host provides evaluation method and reporting timeline.

A/V, Technical, and Production Requirements

Confirm presentation format, stage setup, room layout, seating arrangement, attire, equipment setup, microphone type, sound system, and audio connection points.
Review projector, screens, monitors, confidence display, adapters, clicker, cables, and connectivity requirements.
Confirm presentation loading process, slide or media playback test, and use of speaker notes or confidence monitor.
Review stage entrance, movement space, sight lines, and whether the session includes recording, live streaming, or production elements.
Confirm technical rehearsal time, room location, run time, and technical or production contacts for host and speaker.
Speaker provides slide format, device details, and files; host provides AV contacts, rehearsal schedule, and venue specifications.

Media, Recording, and Broadcast Permissions

Confirm if the presentation will be filmed, photographed, or live streamed, and clarify the purpose such as archival, internal review, or marketing.
Confirm ownership, management, storage, sharing, camera angles, framing, and microphone setup for recording.
Discuss editing, highlight reels, approval steps, and planned use of post-event clips for marketing or internal training.
Ensure all permissions and rights are confirmed in writing.
Speaker provides consent, likeness use approvals, and brand guidelines; host provides media policy, distribution plan, and crediting protocol.

Promotional Assets and Social Media Coordination

Confirm pre-event and post-event promotional activities, release dates, approval processes, and timelines for all content.
Discuss teaser videos, speaker spotlights, short clips, interviews, live content, and plans for post-event coverage.
Review event branding, tone, hashtags, key messaging, tagging roles, posting roles, and engagement responsibilities across platforms.
Identify collaboration steps for promotional content during the event and after the event.
Speaker provides approved photos, biography, logos, and social handles; host provides branding package, posting schedule, and marketing contacts.

Travel, Onsite Logistics, and Hospitality

Confirm travel arrangements including booking codes, hotel payment method, flights, hotel details, and ground transportation.
Confirm who will meet the speaker on arrival and provide check-in details.
Review the day-of schedule including soundcheck, presentation time, session order, backstage access, stage entrance, and security requirements.
Confirm diet preferences, seating arrangements, mealtimes, networking expectations, meet-and-greet sessions, book sales, and post-event activities.
Provide venue map, access points, emergency procedures, program delays, backup plans, and improvisation steps.
Identify key organizers and decision makers for the speaker to meet.

Final Confirmation and Documentation

Summarize all confirmed items, owners, due dates, open items, responsible contacts, deadlines, file distribution, contact lists, and escalation paths.
Confirm next meetings for technical rehearsal, run-of-show review, final check, and schedule the final review call one week before the event.
Verify receipt of slides, videos, biographies, photos, introduction text, media permissions, recording rights, and distribution rules.
Verify travel details, itinerary, onsite schedule, agenda, venue access, and hospitality requirements.
Set the change control process for content and logistics and confirm the communication channel for updates and approvals.
Host provides the finalized agenda, technical confirmation, and meeting summary and travel confirmations, content and promo material approval.
Record all confirmations in the event summary and distributes to all parties.