Communicate with Confidence/Project Report

              Although you may decide to use a short anecdote to
introduce a speaker, don't be constantly ' telling jokes'. And
never try to top a speaker's joke In most cases it is best to
use some actual jokes in your opening ( and closing) speech
and stay fairly low- key during the proceedings.
This all, of course, depends on the proceedings,
what the program director expects of you and how well you
know the participants and the audience.
Be at the event early.
Check with facility personnel that all the
preparations ( equipment location, table settings, room for
media, etc.) are in place. Meet and get the name of who will
be there during the event, and where they can be found ( If
equipment quits, be sure you can find them quickly). Tell that
person that any messages that come to the facility should be
delivered to you ASAP and you will get them to appropriate
people.
Check with caterer that your time for the meal
coincides with theirs. Tell them how much time they have to
clear tables.
Check with bar personnel to reconfirm times. Also
remind them when toasts will start so they will be sure to
have wine on tables.
Check with program director for any late changes
or names
Try to meet any guests you may have to introduce
It's good to know a) that they are there, b) what they look
like c) where they will sit.
Check that all your speakers or entertainers have
arrived. If possible reconfirm their time and time allotment.
If you have never met a speaker, be introduced to him Check
his opinion of your planned introduction of him. Confirm
where he will sit, that equipment he needs is there, etc
Ask the program director to sit near the podium to act as
' gopher'. Any little thing that you need done... find the
facility personnel, get a presentation item, meet a late
speaker, check some facts, etc. You cannot leave the stage
so you must have someone who can look after these things.
( The program director may delegate this but be sure you meet
the person)
Put your notes on ( or under) the podium so they
will be there when you need them. ( Have a second copy in
your coat or briefcase )
Go to the bathroom a few minutes before you're
on
Final Checklist
Have you
- made sure you have your notes with you ( and a copy for
insurance)
- arrived early
- walked around to familiarize yourself with the venue,
equipment, etc AND to see that the room, tables
etc are properly set up
- met the facility personnel in case you need them
- spoken to caterer; reconfirmed times.
- spoken to bar, reconfirmed times and duties
- spoken to program organizer for last minute instructions
- mingled with the guests. Checked that speakers had
arrived, introduced yourself to any special guests
or speakers you had not met
- kept aware of the time
- a list of all participants and phone numbers with you ( in
case they need be contacted)
- arranged for a gopher'
- a pen and paper for notes
- some spare change for phone calls or parking meters ( if a
speaker is late, for instance)
- checked the mike
- kept aware that something unexpected may happen and
made some contingency plans.
Now you're on. Stress and fear are evident in your
voice and manner. If you want the guests to relax and enjoy
themselves, you must also appear relaxed. Note that it says
APPEAR relaxed. Every speaker is nervous and, in order to
stay in control of the agenda, you can never really relax
But, if you are very familiar with your program, have met the
participants, and can remember to use a friendly smile, you
will appear relaxed
Remember that your duty is to ensure a smooth
transition from one item on the program to the next. Think
of and practice some transitional comments' For instance
you might go from a musical interlude back to more serious
items with a comment such as, " T h a t lovely music has
nourished our spirits. Now as food for our minds we will
proceed with "
Don't Panic
Murphy's Law says that if anything can go wrong it will.
When you consider how many people, how many details,
how many participants are involved, you know it's a minor
miracle if nothing untoward happens If you get a ' nasty'
surprise, there are basically two things that can be done .. fix
it or work around it.
Let's look at a couple of scenarios and some
suggested solutions
a) An important speaker has not amved by the time the
program should start
Start on time regardless. Have your gopher' try
phoning to check on his whereabouts Leave his chair
empty, and don't mention him in the intros. Go on with the
program. If it is his turn to speak and he is still not present,
put other speakers before him, if possible If he does not
show up, you can either take his place, if you can, or simply
announce, with regrets, that Mr will not speak If he
shows up late, the host should bring him quietly to his seat