I recently spoke at HSMAI’s MEET National event in Washington, DC. The speaker preparation communication I received from the Meetings Manager was timely, concise and personalized. Because of the effectiveness of the communication, I was able to prepare for the session both mentally and physically.
Here is (some of) what they did right:
- The communication was received the week of the presentation, which made sure that I could still access it on my smartphone where I only receive the latest emails. Having to hunt for this material while on the go would have greatly hindered the likelihood that I would have read the information.
- She asked for my cell phone number, and gave me hers. She emphasized that she wouldn’t contact me unless it was an emergency, of course.
- Information on the social media channels and the hash tag were included. Naturally, I tweeted about my session that morning since I had this information.
- An invitation to the networking events and exhibit hall functions with dates, times and locations.
- A reminder to thank the exhibitors in the session because the conference is mostly possible due to their financial investment.
Feel free to include these tips in your speaker communication prior to the event. There is a lot to think about when speaking to a room full of people. Any details you can provide to take the mystery out of the experience is well appreciated.