Vancouver Island, British Columbia, Canada, Guest Speakers

Vancouver Island & Gulf Islands
Guest Speakers

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Guest Speaker Hospitality

The preparation for a Guest Speaker is very important to the success rate of any function. From these speakers it is important to obtain a copy of their curriculum vitae for your files. Please inform and confirm with the Conference Events Manager of all VIP guests or speakers that may be attending your event. This is especially important at functions that involve high level speakers who will be arriving with security, there own audio-visual equipment or camera crews. Most conference facilities will need 48 hours notice for these special circumstances to ensure that the hotel security staff will be prepared to handle the situation.

  1. Always confirm the date, time and location of your event with your speaker.
  2. If possible send guest speaker the event schedule of all the events and,especially, highlight the time and day the speaker is required to present.
  3. Inform your speaker of the parking arrangements at the facility and accommodation.
  4. Inform speaker of the location of the unloading area available at the convention facility for any eqipment they may have for the presentation.
  5. For out-of-town speakers and participants, it is wise to supply them with hotel directions and a contact person at the facility and accommodation. Might want to give them your cell phone number for emergencies.
  6. Be sure to ask the speaker if their presentations will require audio visual equipment or other special arrangements.
  7. Be sure to ask your speaker, dining preferences for food services (if including catering wth function). If not provide list of good restaurants in the area for the speaker and their entourage.
  8. If you are expecting a foreign dignitary, politician, or other public figure, find out if he/she will be accompanied by security personnel. Offer to arrange a rental vehicle, a tour of the meeting faciliies and dining rooms that will be used for the event.

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