UTSA Events Management & Conference Services
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Checklist for Guest
Speakers – Event Planner
Speaker Budget
Ensure space is confirmed before scheduling/inviting a
guest speaker or advertising an event.
Travel:
Event Name
Speaker Fee:
Deposit:
Meals:
Lodging:
Parking:
Date:
Materials:
Time:
Miscellaneous:
Location:
Room:
Timekeeper:
AV Technician:
Determine emergency plan (if speaker cancels)
Arrange for shipped/stored materials
Presenter:
Presentation Title:
Presentation
Length:
Notes
To Do
Confirm event space through EMCS
Confirm speaker
Send speaker a checklist
(Registered Student Organizations ONLY) Submit
Off-Campus Speaker Form to EMCS
Arrange air/lodging/transportation
Arrange parking
Arrange meals
Create contract/signed
Arrange payment
Confirm speaker needs
Send Speaker Checklist to EMCS
Schedule technical run thru
Confirm speaker directions
Proof bio/photo for signage/emcee/programs
UTSA Events Management & Conference Services
Speaking Engagement –
Guest Speaker
Thank you for speaking at our event. Please complete
the following checklist and send back to the event
planner at the following email address:
(Blue: TO BE COMPLETED BY EVENT PLANNER/HOST)
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Speaker Contact Information
Cell Phone:
Email Address:
Alternate Phone:
Bio Information
Event Name
Date:
Time:
Location:
Room:
Timekeeper:
AV Technician:
Presenter Name:
Presentation
Title:
Presentation
Length:
Will Require Technical Support to advance slides
Will Require Run Through prior to event date
Parking Space Needed (campus map)
Photo Required
Additional Needs:
Publicity materials will be included
Attached
Setup Preferences:
Conference
Conference U
Audio Visual Preferences:
Computer PC
Computer MAC
LCD Projector
Podium
Lecture
PowerPoint Clicker
TV / DVD
Classroom
Microphone-Lapel
Podium
Chevron
Microphone-Hand Held
Dry Erase Board
Banquet Rounds
Microphone-Headset
Table