Speakers, facilitators, panel mediators and judges should be chosen based on the appropriate size and scope of your event, and should be individuals who will most effectively speak to the topic(s) and audience that you have identified.

Planning Your Speaker

• Utilize your contacts and Rotman resources to research speakers;
• Have alternative dates in mind or secured in the event that the speaker is not available on your preferred date;
• The Alumni office, Career Centre, and Rotman Events Team may be able to help you identify likely speakers based on the organizations/industries you are targeting based on their knowledge and experience. A minimum of 12 weeks lead time is required for these offices to assist you in this process;
• The Development office can also help in identifying donors and friends of the School who may be interested in getting involved with student clubs. The Development Office has a list of leading businessmen and women who have already expressed an interest in participating as a guest speaker for student events. Please contact the Development Officer, Development, for more information.

What to Say in a Speaker Invitation

Initial contact can be made in person or by phone but you should follow up with a formal invitation in writing.  When preparing an invitation:

• Keep it short and simple – one page is possible;
• The first two sentences should state the reason for the invitation, proposed date(s) and topic;
• Include a short paragraph giving a general outline of the Rotman School/Club and purpose of the event;
• Outline the format for the event (i.e. length of talk, suggested topic, Q&A portion) – ask for alternate dates if needed;
• Keep a copy of your original invitation and note the date it was sent.

Follow Up On Your Invitation

• Call one week after the invitation is sent to ensure that it was received and ask when an answer could be expected.
• Have a response/confirmation deadline in mind – ensure that you leave yourself enough lead time in the event that you need to request a new event date or find a new speaker.
• If you have engaged an alumna/us to speak at an event, please ensure you contact the Rotman Alumni Office to inform them. It is important for the Alumni Office to know when alumni are volunteering on behalf of the school.

Note:  Pay particular attention when preparing speaker invitations to government leaders, dignitaries or high-level business leaders.  For advice and assistance in developing an invitation and following established protocol, contact the Manager, Special Events & Communications, Advancement Events & Strategy; or the Assistant Dean, External Relations & Chief of Staff (see Advancement and/or Dean’s Office, pg. 10).

Creating a Great Experience for the Speaker

• Once you have confirmation from the speaker, ensure that you determine what needs the speaker has for the event (i.e. AV requirements, introduction, etc.);
• Request a speaker biography for your publicity and speaker introduction;
• Manage the speaker’s expectations – discuss the make-up of the audience but don’t promise numbers;
• If there are changes to the event format, notify your speaker immediately to ensure they are OK with the changes;
• Reconfirm the time and location with the speaker at least one week before the event.

Thank-You

• Thank the speaker following the event and present them with a small Rotman gift. Ensure that you follow up with a formal thank-you letter in writing, on GBC/Club letterhead, following the event.

Timing Note!

Different audience groups will require different amounts of lead time in order to schedule attendance at an event – however you should always err on the side of a longer lead time (minimum of 6 weeks) with appropriate event reminders leading up to the event.