In the academic and medical fields, guest speakers are often involved in events. A guest speaker may be invited to give a presentation, teach a seminar, or give a lecture.
A guest speaker's schedule may include more than one seminar or lecture during her visit. As the corporate planner, you may be responsible for securing the travel and lodging as well as arranging the itinerary of the guest speaker.
The head of the department, dean of students, or chairperson may have input into the speaker's timeline of events and help you organize a guest speaker's schedule. To get the most value from a guest speaker, a company will pack his schedule, leaving little downtime. It is important to be efficient when planning the schedule of the speaker. If someone other than you arranged the itinerary, look carefully for overlapping events in his schedule. Give the speaker adequate breaks and time for meals.
With a guest speaker on a tight schedule, transportation is a very import detail of her schedule. If the speaker is from out of town, suggest arranging for a car service to chauffeur the speaker back and forth to events. This will avoid the speaker running late because she couldn't get a taxi or got lost on the subway. Check the company's budget to determine the length of time a car service can be rented.
For convenience, book the speaker at the same hotel as the event, or research surrounding areas to find a nearby hotel for the speaker. Again, confirm with your accounting department to ensure you are booking within the company's budget for hotel accommodations. As an added measure, list nearby restaurants, shops, and points of interest on the speaker's itinerary.
Your company's accounting department may also include instructions for the speaker's expense account. Give these details to the speaker on the itinerary or in an e-mail in advance of the event. Be sure the speaker knows who is responsible for long-distance calls and room service orders.