Guest Speaker Series, Part II

Now that the decision has been made to bring in a speaker, there are lots of things to do in preparation for the visit, such as the following:

• Most agree that it is a good idea to send the speaker a copy of the related readings that the students will have done in preparation for the class the day they are to present. They also think it wise to send the speaker an outline of the key points you would like covered so there will be no unpleasant surprises.
• It is important to let the guest speaker know your teaching style. If you primarily lecture it might be awkward if the guest speaker wants to lead a class wide discussion on the topic he or she was brought in to cover if the students are not used to it.
• Try to meet with the person face-to-face or over the phone to review materials you may have sent them and address questions they may have about the class, etc.
  Obtain a brief bio of the speaker to use to introduce them to the class. If the speaker sends his or her life story be sure to edit it down to highlight key accomplishments or those relevant to the topic they are presenting.
• Determine all of the AV needs the speaker. Some like to bring their own laptop but will they be able to use it to make the presentation in the class they are speaking? Will they bring their own projector or will you need to provide one? Is there a PC in the classroom and is the software they intend to use compatible with it? Will the PC accommodate files stored on a CD, floppy, Zip drive, or memory stick? Should they instead send their presentation ahead of time to be ready to go at the start of class and save time? What if they want to show a VHS or DVD? Will they want Internet connection? What about audio needs if want to play a cassette tape or CD? What if they have transparencies? How about a flip chart? Will they need a microphone if presenting in large lecture class? Will they need a microphone? The AV needs need to be clearly identified to avoid last minute search and rescue missions to enable the speaker to make the presentation.
• Will the speaker have handouts? If so, will they bring enough copies for the students or will you be asked to make the copies? If asked to make copies you might request to preview them to determine if worth handing out otherwise a few copies could be scanned and put online or housed in the library.
• Make sure the speaker writes down the time and date of the presentation and has good directions for getting to campus, meeting with you, and/or heading to the classroom if pressed for time. Maps and parking passes may be necessary.
• Make sure the speaker knows the audience. Is it a class of first year students with limited knowledge of the industry? You do not want the speaker to talk over their heads. Is it an advanced class? The speaker needs to adjust accordingly.
• Is the room conducive to what the speaker wants to do with the class? It might be impossible to do team-based activities if the room has fixed seating or not enough room to allow students to spread out.
• Encourage the speaker to speak from personal experience. It is best that they speak to what they know best then the “if I were you” presentation which can be a real turn-off.
  Be very careful if asking the speaker to present on a controversial topic like childhood obesity, genetically modified foods, the ban on foie gras in Chicago, why their mother’s meatloaf was no good for them, and so forth.
• Depending upon the magnitude of the presentation, ask the speaker if he or she has a tape of a recent appearance. If the speaker does not have a tape ask for references, especially if the speaker is seeking an honorarium.
• Ask the speaker if they would not mind being taped so other students in other or future classes can go see it for themselves online or in the library. We have an archive of presentations mad by executives at the HTM Department website you are free to use in your classroom at: http://www.cfs.purdue.edu/htm/pages/industry/darden/
  Confirm all aspects of the presentation with the speaker a week or so prior to the agreed upon date. This will be appreciated by the speaker to help remind them what was agreed to because if managing restaurant they may forget.
• Always have a Plan B in the event the speaker simply forgets to show up, unavoidably detained, etc. While writing this article I had a key guest speaker cancel a scheduled high profile presentation in my large lecture class of 300 kids that is also open to all faculty and students in the department. Fortunately I have a back up plan of showing a prior presentation from some of the best speakers available on the HTM website.
• Agree upon a signal that can be given to the speaker if they start to run past their allotted time of if class is getting close to the end; that way you will not feel as though you have insulted the individual by interrupting their presentation.
• Be willing to send questions to the speaker in advance to put them at ease that they will not be asked something they do not know and look stupid in front of you and the students.