Planning a Speaking Engagement
with Pat

Planning a conference or any kind of special event is a time-consuming, detail-loaded job! Having a checklist of for to-do’s will help you manage all the tasks involved in planning and running your event:

Setting Up Your Location

Map out your event room based on the type of speaking presentation you are planning:

• If you are planning for a small, intimate dinner event, a podium with microphone and small spot light may suffice.
• If the event involves hundreds of people, a well-lit riser is a must, and should be placed in a position that will accommodate the majority of the attendees.
• All venues, work tables, chairs and display tables must be supplied by you. Pat Bohse does not supply or arrange for venues and equipment.

 Audio-Visual Equipment

Each type of speaking engagement will require different types of equipment. The most common types of equipment are:

• A podium (or riser with podium) with microphone and pitcher of water and glass for the speakerwater and glass for the speaker.
• Good lighting—do a sound and light check an hour ahead of your event.
• Flip charts and markers, used when audience participation is requested. Charts are most often used in workshops and seminars.
• Overhead projectors, when simple transparencies are used to punctuate a speaker’s presentation.
• LCD projectors, used more and more for laptop computer-assisted presentations of PowerPoint slides or other visual materials.
•  A large projection screen should be available when overhead projectors or LCDs are in use.

Refreshments

Refreshments help create a pleasant social mood during breaks. Consider refreshments that match the event:

• If your event lasts more than two hours, you should consider having one break with light refreshments such as coffee, tea and cookies.
• If your event runs for several hours and crosses the noon hour, you may want to consider a lunch break halfway through. While a formal lunch service is a nicety, in reality, work sessions will be better run if attendees can take sandwiches and bottled drinks back to their tables.
• If your event is held in the evening, you must specify if it is a formal event, buffet, or reception. Attendees will dress accordingly and will know what to expect.
• If your event involves a meal, do not place your speaker near the kitchen.
• Never schedule a speaker during dinner service. The noise from service plus audience distractions will result in a poorly-remembered presentation, no matter how good your speaker is!