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How do you work with speakers to create a cohesive session?

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As a conference organizer, you want to offer your attendees a valuable and engaging experience. One of the key elements of a successful conference is the quality and coherence of the sessions, where speakers share their insights, stories, and tips on a specific topic. How do you work with speakers to create a cohesive session that delivers on your conference theme and objectives? Here are some tips to help you plan, prepare, and facilitate a session that connects with your audience and showcases your speakers' expertise.

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Sean McPheat

My new book is out this Monday at Amazon - 1500 Coaching Questions: What to ask in any situation | Founder of MTD…
Richard Gavriel

Founder & Speaker Mentor at Richard Gavriel Speaker Management (RGSM) | Professional Speaker, Trainer & Coach | Author…
Tracy Repchuk Live Your Legacy, Not Just Leave It

? Helping coaches price, package & promote your expertise so you can make more, work less, and create a scalable…

1 Define the session goal

Before you invite speakers to join your session, you need to have a clear idea of what you want to achieve with it. What is the main message or takeaway you want to convey to your attendees? How does it relate to your conference theme and overall agenda? What are the learning outcomes or action points you want to inspire? Having a clear goal will help you select speakers who can contribute to it and align your expectations and communication with them.

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Sean McPheat

My new book is out this Monday at Amazon - 1500 Coaching Questions: What to ask in any situation | Founder of MTD Training & Skillshub | Speaker | Entrepreneur and L&D Awards Winner
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You always need to begin with the end in mind. Think about the goals and objectives for the session, but also how you want the learners to feel at the end of it as well. Do you want them to feel excited or more knowledgeable for example. All of this will input into not only the content, but the style in which the session is delivered.

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Richard Gavriel

Founder & Speaker Mentor at Richard Gavriel Speaker Management (RGSM) | Professional Speaker, Trainer & Coach | Author of Book Success - Sales, Entrepreneurship & Work
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Just sharing.. following is a guide when defining a goal for your conference. 1. Which industry is your conference organised for? 2. Which area of focus are you planning for? Examples, sales, productivity, culture, etc 3. What theme (key message that you want to deliver) for the conference? 4. What is your expected number of participants?

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Tracy Repchuk Live Your Legacy, Not Just Leave It

? Helping coaches price, package & promote your expertise so you can make more, work less, and create a scalable, high-impact Legacy Life business. 9x bestseller, Speaker, Forbes 27x, Success Share for Real Results ?
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I definitely agree - it's where I start. When I am doing an event/webinar/discovery session - I call it /name it - what the promise or goal is - for the attendee.

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2 Communicate with speakers

Once you have selected your speakers, you need to communicate with them regularly and effectively. You want to establish a rapport, trust, and collaboration with them, as well as provide them with the necessary information and guidance. You should share your session goal, format, duration, audience profile, and technical requirements with them. You should also ask them about their presentation topic, title, summary, bio, and any special needs they have. You should encourage them to share their slides or materials with you in advance and give them constructive feedback and suggestions.

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Tracy Repchuk Live Your Legacy, Not Just Leave It

? Helping coaches price, package & promote your expertise so you can make more, work less, and create a scalable, high-impact Legacy Life business. 9x bestseller, Speaker, Forbes 27x, Success Share for Real Results ?
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The faster your speakers know exactly what you need, want and expect from them - the better the results will be for everyone. As someone who has multiple bookings a week, I need to know times, formats, anything that will ensure I get the materials you need, you get me any materials you want for promotion and we both get the results we want. Well in advance!!

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3 Create a session outline

A session outline is a document that outlines the structure, flow, and timing of your session. It helps you and your speakers to organize your content, avoid overlaps or gaps, and ensure a smooth transition between speakers. A session outline should include the following elements: an introduction, where you welcome the attendees, introduce the speakers, and state the session goal; a series of presentations, where each speaker delivers their content; a Q&A session, where you moderate the questions from the audience and invite the speakers to answer; and a conclusion, where you summarize the key points, thank the speakers and the attendees, and provide any follow-up resources or actions.

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4 Prepare for contingencies

Even if you have planned and prepared your session carefully, you may encounter some unexpected challenges or issues during the event. For example, a speaker may cancel, run over time, or experience technical difficulties. You should have a contingency plan for these scenarios and be ready to adapt and improvise. You should also have a backup copy of the speakers' slides or materials, a timer or stopwatch, a microphone, and a list of backup questions for the Q&A session.

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Tracy Repchuk Live Your Legacy, Not Just Leave It

? Helping coaches price, package & promote your expertise so you can make more, work less, and create a scalable, high-impact Legacy Life business. 9x bestseller, Speaker, Forbes 27x, Success Share for Real Results ?
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I've held hundreds of events with multiple speakers, and also participated in hundreds across 39 countries and expect the unexpected. As a speaker, be ready to be put into a slot even if you were expected on another day. As an event host, talk to your speakers in advance and find out who is ready to go at anytime. I love an early slot so if someone drops out I'm ready. If you are a Mac user, have ALL your materials tested and ready for conversion to powerpoint if required, or have all the dongles you need to adapt to anything. Don't think the host is ready for your type of computer. For a host - be very clear with times. Give a 15-minute warning, 5-minute warning and wrap up - one speaker can throw off the entire event.

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5 Facilitate the session

As the session facilitator, you are responsible for creating a positive and engaging atmosphere, introducing and supporting the speakers, managing the time and the interaction, and wrapping up the session. You should arrive early, check the equipment and the room setup, and greet the speakers and the attendees. You should also use verbal and non-verbal cues to signal the start and end of each presentation, to acknowledge and encourage the speakers, and to invite and moderate the questions from the audience. You should also be attentive, respectful, and enthusiastic throughout the session.

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Tracy Repchuk Live Your Legacy, Not Just Leave It

? Helping coaches price, package & promote your expertise so you can make more, work less, and create a scalable, high-impact Legacy Life business. 9x bestseller, Speaker, Forbes 27x, Success Share for Real Results ?
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One of the most important things you can do as a host for the speaker is a proper introduction. If they give you one - don't wing it even if you know them well. If you are a speaker, have a great bio ready for the host, and have it printed so you can hand it to them the day of your presentation. Even if you sent it- things get lost. Make sure your presentation and sound are working well before your session if possible, and then just let the speaker always know his time.

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6 Follow up with speakers

After the session, you should follow up with your speakers and thank them for their participation and contribution. You should also ask them for their feedback and suggestions on how to improve the session or the conference. You should also share any evaluation or comments from the attendees or the organizers with them. You should also maintain the relationship and network with them for future opportunities or collaborations.

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Tracy Repchuk Live Your Legacy, Not Just Leave It

? Helping coaches price, package & promote your expertise so you can make more, work less, and create a scalable, high-impact Legacy Life business. 9x bestseller, Speaker, Forbes 27x, Success Share for Real Results ?
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Absolutely key for both speaker and host to remain connected. It's really nice to be thanked as a speaker, and it's very rare - so be different and do that, send a card even of a picture of them on stage, something that makes the experience memorable. And speaker should thank too - putting on an event is not an easy task. Feedback is always good and put them into a CRM just as a task reminder to reach out - and see if there are any other opportunities you can be a part of.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you work with speakers to create a cohesive session?

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1 Define the session goal

2 Communicate with speakers

3 Create a session outline

4 Prepare for contingencies

5 Facilitate the session

6 Follow up with speakers

7 Here’s what else to consider

Conference Speaking

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