THE EVENT
1. Name of organization
2. Address of organization:
3. Name of event (annual, quarterly, sales training, etc.)
4. Event date(s): Begins
Ends
5. Event location
6. Event theme
CLARENCE REYNOLDS PRESENTATION
1. Date Clarence is speaking
2. Start time of presentation
End Time
3. Room in which Clarence is speaking
4. Event function
General session keynote
Concurrent session or Breakout
Luncheon
After dinner
Other
5. What happens immediately before Clarence speaks?
6. What happens immediately after Clarence speaks?
7. Clarence’s presentation topic
8. Name of person introducing Clarence
9. Best time for Clarence to do AV check
10. Speaker’s attire
11. What are the three most important objectives for Clarence’s presentation
12. Are there sensitive issues that should be avoided?
AUDIENCE PROFILE
1. Approximate number in attendance
2. Are spouses invited?
3. Percentage of males/females
4. Average age of audience
5. Who will be attending (i.e., executives, managers, employees, customers,
clients, etc.)?
6. List the top challenges of your organization
7. In what ways do you expect Clarence to address those challenges?
GENERAL BACKGROUND INFORMATION
1. What is the primary product or service your organization provides?
2. Please provide a brief description of your organization/company:
3. Who is your organization’s target market?
4. What term is used to refer to your customer (such as customer, patient, client,
buyer, etc.)?
5. Is there any jargon Clarence should be familiar with (acronyms, titles, etc.)?
6. Who are your primary competitors?
7. In the last year, what have been the most significant changes in your industry?
LODGING & GROUND TRANSPORTATION
Hotel reservations are to be made by the client and billed directly to client, so that
Clarence Reynolds does not have to utilize his credit card upon arrival (except for
incidentals when necessary).
1. Name of hotel
2. Address of hotel
3. Telephone
4. Confirmation # for Clarence’s reservation
5. Date(s) of lodging
AIR TRAVEL
Fees for air travel are negotiated in the speaking contract. Clarence is responsible
for making all airline reservations. Client will be notified once flights are booked.
1. Nearest airport
2. Distance to hotel from airport
GROUND TRANSPORTATION
1. Distance from airport to hotel
2. Ground transportation upon arrival in host city (from airport to hotel):
a. If hired car, name of transportation company:
b. Telephone contact in event of emergency
c. Confirmation #
d. Will driver meet Clarence at baggage claim or curbside?
3. Ground transportation from hotel to venue (if different from hotel)
Time of pick-up from hotel
4. Ground transportation from venue back to airport:
a. If hired car, name of transportation company:
b. Telephone contact in event of emergency
c. Confirmation #
AUDIO VISUAL REQUIREMENTS for KEYNOTE PRESENTATIONS:
If this is a concurrent session or training segment, the above requirements remain
the same.
Have these arrangements been made?
KEY CONTACTS
Primary contact for Clarence’s appearance
Name
Title
Office phone
E-mail
Primary on-site contact at the event
Name
Cell
E-mail
Secondary on-site contact at the event
Name
Cell
E-mail
