Guest Speakers

Guest speakers - what to look for

• A good communicator, particularly to audiences with varying levels of expertise. Bonus points if you've heard them speak before and know that they are well informed and engaging!

• Not too far away - because we're keen to keep travel expenses to a minimum. Better for the environment and our budget!

• Worth checking who is in town for other gigs / festival appearances, as if they are about anyway they might be willing to drop-in on a humanist meeting.

• Someone with either academic credentials to talk on a topic of expertise, or at least a track record of competence / experience / achievement in their chosen topic.

• Willing to talk for free, although we can cover pre-agreed travel expenses.

You might also like to invite your local group members to identify and suggest particular topics that interest them or that they'd like to learn more about.

Travel expenses for guest speakers

These should be included in your annual application for local group funding, and can cover reasonable travel expenses, such as local bus, tram or train tickets; cycle mileage at 25 pence per mile; or if necessary 45 pence per mile car mileage. You should agree expenses with your guest speaker in advance, and check that you have sufficient funding in your local allocated budget to cover them. We encourage local groups to seek local speakers to keep costs down, and where possible encourage people to use public transport or active travel. Download the expenses claim form for guest speakers.

Top tips

Do your research, ensure that the speaker and the content of their presentation does not go against our humanist values.

To maximise interest in your event, choose a topical theme, or identify a relevant hook.

Make sure speakers educate, inform and entertain, rather than sell their product! This is important because the audience will switch off if they feel they’re being sold to, although it's fine for them to make a brief mention of “their product” at the end of the meeting if appropriate (eg. If they have published a book on the topic).

Brief your speaker in advance, and when you invite them, be clear about what you are asking them to do and on what basis. Provide all the practical information they need to know (Who, What, When, Where, and Why).

If your speakers are using video / PowerPoint, get them to send the files to you a week before the event.

Add a link to a sample guest speaker form.

On the day of the event

1. Get to the venue early to make sure everything is prepared and ready.

2. Familiarise yourself with the health and safety policy of the venue, and where fire exits / first aid / toilets can be found (ensure that ALL volunteers are briefed on this).

3. If your speakers are using video / PowerPoint, have them preloaded if you are providing the tech, or at least arrive early to ensure everything is working (for example if they are bringing their own laptop).

4. Remind all expected attendees that the event is happening, ideally first thing in the morning. There are various ways of doing this, post a reminder on your social media, send a quick email, or post an announcement on Meetup. The RSVP functionality within Meetup.com is also great for keeping a check on numbers and who is coming.

5. For in-person events provide name badges for all your local organising group volunteers (to ensure that they are easily identifiable), and for your guest speaker include their organisation's name and Twitter handles. It can make networking easier if you can see who’s who on the night.

6. Print a sign that you can put-up in the venue to welcome and direct members as to where to find you (remember to take blu tac and check with the venue that you can put paper signs on doors/walls).

7. Be prepared to welcome all your attendees when they arrive. It's good to have this delegated as a task for one or more of your local organising group volunteers (wearing a friendly smile and a name badge of course!)

8. Before starting, call the group together and thank them for coming.

9. Explain any formalities, including house-keeping (where fire exits are / first aid / evacuation procedure / location of toilets etc); explain the format of the meeting so that attendees know what to expect (including if / when you will take a break, and when you expect to finish) for example, “Our guest speaker is going to talk for 40 minutes, then we’re going to have a 15 minute comfort break at 7.45pm during which tea, coffee and water will be available, and we’ll reconvene at 8pm for a Q&A and finish by 9pm”; let people know that it’s OK if they need to step out or use the toilets during the meeting, and let people know if photographs will be taken and give them the option to opt out / let an identified person know if they don’t wish to be in them.

10. Bring your camera and take a few pictures on the night (ensuring that you make people aware that you are doing so, for what purpose (ie. to promote the group/Humanist Society Scotland) and get permission, respecting anyone's wish not to be photographed).

11. Welcome and introduce your guest speaker/s.

12. And if you’re not responsible for tech/chairing or facilitating, then sit back and enjoy!

13. Collecting feedback - it might be easiest to send out a link to a google form after the event, or print a QR code for attendees to scan. Please ask Lara for assistance with this to ensure that we are GDPR compliant. Alternatively a low tech way of gathering feedback or input includes putting a flipchat on the wall or on a table during the coffee break, or somewhere visible as people leave to gather feedback, or handing out post-it notes that can people can stick on flipcharts (eg. What did you enjoy about this evening? What would make our meetings better? Any suggestions for future speakers / topics or activities?)

Finally, always send a thank you email to your speaker, and if you can add some appreciative feedback, and ensure that any expenses agreed in advance are reimbursed.