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Managing your Visitor!
- Make contact and book as early as possible
- Listen as well as ask!
- Explain the Book Event's context
- Discuss possible choice of dates and timings - what is a "day's work"?
- Explain possible audience numbers and range of ability
- Ask for the speaker's opinion of the expected work
- Discuss the venue
- Ask about equipment needs
- Ask for charges - does he / she include travel and accommodation?
- Make sure the speaker knows your title, address, phone and email
- Confirm everything in writing
- Make sure the speaker only has to deal with one person in school, not several
- Will the speaker expect payment on the day?
- Confirm details about the audience and accompanying adults about two weeks before - It's really useful for the speaker to know some names and titles before arrival
- Provide a clear map
- Make sure the car parking / transport arrangements are clear
- Give possible train times if relevant
- Make sure somebody is ready to meet your speaker on arrival / organise badges etc.
- Offer refreshments and point out the loo!
- Make sure that the venue and equipment are organised
- Give time and space to 'set up'
- Make sure the audience is calm and focused at the start - don't be embarrassed to shout now if you need to - better now than later!
- Make sure the speaker is properly introduced
- Make sure the audience has some idea of the context of the speaker!
- Protect the speaker from difficult situations - make sure staffing is adequate! Deal with nuisances effectively
- Make sure somebody somewhere says thank you!
- Organise help as your speaker clears away
- Add your own personal thanks or / and send a short note of thanks after the event
- Provide evaluation if requested
- Pay the bill promptly
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