Host Group Checklist

  1. Designate event coordinator and contact person for the speaker.
  2. Submit Speaker's Bureau Application Form to Climate Change Saskatchewan.
    1. topic of interest
    2. audience knowledge level and interest
    3. date, time and expected duration of presentation
    4. location and type of event
    5. contact person name and number
    6. audio visual equipment requirements
    7. accommodation and transportation from airport (if required)
  3. Obtain confirmation of speaker availability from Climate Change Saskatchewan (see Contact).
  4. Confirm event details with the speaker:
    1. topic of interest
    2. audience knowledge level and interest
    3. date, time and expected duration of presentation
    4. location and type of event
    5. contact person name and number
    6. audio visual equipment requirements
    7. accommodation and transportation from airport (if required)
  5. Send a confirmation letter to the speaker outlining details above
  6. Begin promoting the event as extensively as possible (post on your website, organization newsletter, posters, etc.).
  7. Extend formal invitations/announcement for the event to members of your organization with an RSVP date one week before the event date.
  8. Confirm volunteers or employees who can work at the event. Chose someone to introduce and afterwards acknowledge the Speaker.
  9. Confirm RSVP's by phone to obtain attendance numbers for the event.
  10. Contact the speaker to confirm arrival times and so forth, and to answer any last minute questions the speaker may have regarding the event.

At the event:

  1. Ensure that the contact is available to meet and greet the speaker.
  2. Secure presentation requirements (Audio-visual, microphone, and electronic devices) for the speaker.
  3. Introduce the speaker using the biography provided by Climate Change Saskatchewan. Please mention Climate Change Saskatchewan in your introduction.

After the event

  1. If impossible try to provide the speaker with some feedback after the presentation.
  2. Ensure that departure plans are secured for the speaker.
  3. Collect feedback and evaluation from audience members by distributing the evaluation form (Luke link to document) provided by Climate Change Saskatchewan.
  4. Submit the completed evaluation forms to Climate Change Saskatchewan
  5. Please extend a thank you to the speaker on behalf of your group after the presentation.