Get ready president

Having a guest speaker at meetings is a great way to motivate members, an opportunity for everyone to learn something new and also to recognise what the guest speaker is doing in the community.

Whilst you, as President, might have ideas for guest speakers, it is not your responsibility alone. You may want to have an Events and Activities Committee (or similar name) which discusses suggestions for guest speakers to come up with a varied and interesting program.

Here are a few suggestions you may want to look at regarding guest speakers.
Before the meeting:

• Ensure the guest speaker and you/the club is aware of the topic.
• Ensure the guest speaker is aware of the length of time available to him/her.
• Find out if the guest speaker requires anything at the meeting for the presentation, eg. if presenting anything digitally, will he/she bring a laptop or do you need to have one with you? Be prepared!
• Most guest speakers will anticipate questions from the audience, however, it’s a good idea to check with the guest speaker prior to inviting questions.
• Think about the time the guest speaker will start. Different options will suit different guest speakers and different clubs – the thing is for you, as President, to consider it and work with the guest speaker to decide what is best for the guest speaker and your club.

At the meeting:

• As president, personally meet and greet the guest speaker.
• Organise with a member to look after the guest speaker, show him/her to his/her chair, assist with dinner order (if appropriate) and to generally converse with the guest speaker.
• Ensure the guest speaker is seated in a position where he/she can see the majority of the people in the room.
• Include the guest speaker’s name in your general welcome to the meeting.
• Organise for a member to formally introduce the guest speaker to the meeting when it is time for their speech.
• Invite questions from the meeting, if agreed to prior with the guest speaker.
• Organise with another member to give a vote of thanks after the speech.
• Present the guest speaker with a small gift, if that is the tradition in your Club.