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Guidelines
- Allow a minimum of eight weeks’ notice to ensure availability.
- Speaking engagements should be a minimum of 60 minutes; 45 minutes speaking, with 15 minutes for question and answer. Presentations can be longer based on your group’s needs. Discuss with your speaker your particular needs.
- This program is voluntary; therefore, a specific speaker may not always be available when you need them. Feel free to contact the CCA office and we may be able to suggest another speaker for you.
- Make sure you use the Speaker Request Form to communicate details about your meeting (date, time, length of presentation, location), your audience, goals and purpose of your program, how many people will be in attendance, and any special podium or A/V needs.
- One week prior to the event, re-confirm with your speaker the details of the trip, lodging, travel, if someone will meet them at the airport, handout information, electronic program, etc.
- Should a speaker be unable at the last minute to fulfill the engagement—due to illness, work emergency, or personal emergency—please contact the CCA Speakers Bureau and we will try to secure a replacement from our CCA membership. If you should need to cancel the program, please contact the speaker and the CCA office as soon as possible. Expenses already incurred by the speaker may need to be covered by the canceling organization.
- Discuss and confirm in writing with the speaker what expenses will be covered by your organization, such as time, air/travel, lodging, meals, hand-outs, etc. and when and how you expect those expenses to be paid (i.e. whether you will book the flights or reimburse with an invoice on the day of the presentation or afterward). Expenses such as movie rentals, massages, laundry, shoeshines, personal long-distance phone calls, golf fees and other activities are not considered reimbursable.
- CCA Speakers Bureau speakers agree not to sell or promote any personal products or services.
- Ask the speaker in advance if you desire to videotape the session.
- Ask attendees to evaluate the speaker. Provide general feedback on the speaker’s presentation by completing the CCA Speakers Bureau Evaluation form within 10 days of the program.
- After the presentation, one of the nicest ways to show your appreciation for the speaker’s time and effort is to send a certificate or letter of appreciation.
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