Contacting Speakers (Preferred Method)

1. Ask early.

Several months lead time is preferable. Allow time for some to decline, and the person who accepts to have two weeks’ notice.

2. Contact by letter telling:

Who you are

Topic and objective

Helpful background information on topic

How this meeting fits into the semester plan and what comes before and after

Date, time, place

Size of group

Amount of time for speaking

Question/answer time

Honorarium and travel provided

Phone number and address for your contact

When you will call for their answer

3. If this person accepts, send a follow-up letter including:

Map of campus

When they need to arrive

Who will meet them where

What equipment is always available
(Ask for special equipment or other
needs)

What the context for the talk is—what else
will happen in the meeting

Request for biographical information

Statement of Agreement (Ask to sign and
return when they come)

4. After the meeting send a thank you within three days.