Confirming Arrangements
Once the provisional booking is confirmed, you should contact the speaker to confirm arrangements. This should be done at least two weeks before the date they are due to come to your service or meeting.
When you speak to them, you should:
- Confirm the date, time and place of the service or meeting.
- Ensure the speaker knows how to get to the place where the meeting is taking place. Provide clear directions, if needed.
- Outline the order of service or programme and make it clear exactly how and when they will be involved, including the length of time you expect them to speak for. If, for example, they are due to speak at a Sunday morning service, and there's a children's address, make it clear whether or not you expect them to look after this too. Also, will there be an opportunity for questions and answers?
- Explain what facilities or equipment you can provide, or normally use, and find out what the speaker needs - eg data projector, laptop, screen, sound system, etc. Ensure that it's clear what is needed and who will be providing it. If the speaker is bringing their own equipment, discuss with them how they want to use it and confirm that this is or is not going to be possible, given the layout of the church or room they will be in. If you normally use a lapel radio microphone, and your speaker is a lady, make sure she knows ahead of time, so she can ensure her attire on the day provides some way of 'holding' the transmitter unit (remember many dresses do not have a convenient pocket or belt!).
- Give the speaker some idea of the audience they will be addressing; the nature and extent of their overseas mission interests, knowledge and/or involvements; what they may be expecting to hear about or learrn from the meeting; and the approximate number of those expected to attend.
REMEMBER
Don't assume the speaker knows what you are expecting from them. And don't forget to ask if they have any questions to ask you. Make sure that everything has been discussed or clearly explained. Leave no room for ambiguity!
Hospitality
If the speaker has some distance to travel, it may be good to offer to give them a meal (or meals) either before and/or after the service or meeting, depending on the timing and length of their journey. In some cases, it may even be appropriate to offer overnight accommodation. Think about what might be appropriate and don't hesitate to be hospitable!
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