Asian Conference: Programs Keynote & Plenary Speakers
There are numerous logistical details involved with management of the sessions, and therefore it is recommended that each committee member take on the responsibility of one or two sessions and handle the responsibility for those sessions from start to finish. Delegation is particularly important for this committee, as the work can be too cumbersome for one or two people to do on their own. For more tips on how to delegate, contact the Executive Director.
Keynote speakers and topics are aligned with the mission and strategic goals of the organization. Keynote topics are strategic in nature, and are equally relevant to school and employer audiences. See additional definitions of keynote and plenary speakers in the Conference Policies.
Keynote and plenary sessions are coordinated as follows:
- Receive a recommendation for a keynote or plenary speaker and/or session topic from a committee member or other source.
- Prepare a list of all keynote and plenary speakers being considered by the committee including the name, organization, topic(s) they would potentially speak about, web site, and a sample video if possible. Send the list to the Executive Director and Board Liaison for initial review. The Board Liaison will present the preliminary list for the board to review before any outreach is made to the speakers. The list should be as comprehensive as possible, so that the committee doesn't have to go back to the board again each time a new potential speaker is considered. The board review provides additional assurance that our high level speakers are able to meet the needs of our diverse membership base. Board members often have additional feedback that's important for the committee to consider, such as the level of appeal to employers.
- The Board Liaison will send the board's feedback to the committee, including any speakers that need to be removed from the list.
- Reach out to the speaker(s) to determine availability and fees (if applicable – note that fees mostly apply to high level keynotes. Most panelists do not require a fee). If needed, negotiate the fee to fit it within the budget.
- The Programs Committee then selects the speakers and reaches out to them to confirm the date, time, etc.
- Once the speaker is confirmed, discuss the organization’s needs and desired topic with the speaker. Coordinate the contract and payment process with the speaker (if needed) and send to the Executive Director for review and approval. See the Conference Policies for when contracts are required, vs. MOU’s. See the MBA CSEA Conference Contracts document for items needed in a contract. MOU’s should include everything that is being provided for the speaker (including specific travel items, such as car service, meal reimbursement, etc.)
- Obtain the speaker’s bio and picture (for keynotes only), job title and organization, and write the session description for marketing purposes. Enter the information into the Conference Schedule for use on the web site and in the printed program. Be sure all information is edited and final before entering it. This should be done as quickly as possible, so the Marketing Committee can use the information for marketing purposes.
- If working with a panel, schedule a phone call with panelists in advance to discuss the specifics and questions that will be asked.
- Obtain the speaker’s A/V needs and travel schedule and enter the information into the Conference Schedule. Generally, all A/V needs requested by keynote or plenary speakers can be honored, pending availability and cost (check with the ED regarding that).
- Make sure the speaker registers for the conference. Keynote speakers and others who receive a complimentary pass will be registered administratively by the Executive Director. See the Conference Policies for specific information about speaker registration policies.
- Work with speaker on-site to make sure they arrive on time and that needs are met.
- Review conference brochure in draft stage, paying attention to accuracy of speaker names, bios, topic descriptions, room names and session times.