Speaker Event Communication Best Practices 

To make correspondence with AHS speakers easy and efficient, we have compiled a set of recommended best practices. Please follow them when communicating with speakers. Don’t hesitate to reach out to me at connor@hamsoc.org if you have any questions or need further guidance.

1. Initial Email to Speakers: When Connor introduces you to your speaker over email, punctually follow up on the same email thread to introduce yourself and offer to communicate event details as you confirm them. Do not wait to introduce yourself to your speaker until you have every event detail confirmed, they appreciate clear and constant communication, and know that planning takes time.

a. A punctual response is one within twenty-four hours of receiving the email.

b. Keep Connor and Jujhar copied on all subsequent emails.

c. Keep all subsequent correspondence on the same email thread Connor initiated when he introduced you to your speaker, this assists in keeping emails organized. 

2. Provide the speaker with the names of the other participants (like the moderator), send them your proposed event format for their approval, send them your event flyer once it is finalized, offer to provide them with the moderator’s questions in advance, and reconfirm the date and time a week before the event. 

3. For in-person events, ask the speaker if they have any dietary restrictions when you are making restaurant reservations for your chapter officers’ meal with them before or after the event. Provide recommendations for lodging and directions to campus and, if feasible, offer to pick your speaker up from the airport (AHS will reimburse this travel cost).

Be sure to arrange a time and place to meet them on campus before your event.