Adaptive Path Blog

At Adaptive Path, many of us speak regularly at conferences. I’ve found that it is critical to understand the conference’s context, the organizer’s expectations, and any other constraints. Arming ourselves in advance with this information helps me prepare, tailor my message for the audience, and feel confident in my presentation.

When I first started speaking, I was just happy to be accepted. I didn’t ask too many questions. However, I’ve learned through experience (been burned once or twice) to ask some important questions of conference organizers before I agree to speak. Both the conference organizer and I need to make sure that my presentation will be interesting and useful to the audience.

Initially, I ask probing questions to determine if the conference is a good fit. Then, if I decide that I would like to speak there (and the conference organizer is still interested), I move on to more detailed questions.

I have compiled a checklist of questions I typically ask below. I hope this will be a useful reference to you. If you think of others I should add, please let me know.

The Basics

Some conference organizers are super busy or, for a variety of reasons, unable to share a lot of information. So, at the least, make sure you get these questions answered:

• Where, what, and when is the conference?
• What is my session about, how long is it, when is it?
• Who is the audience?
• How are you compensating me? (not necessarily $$$)

The Details

If you can have a full conversation with a program chair, you can ask a lot more:

First things first:

• Where is the conference? When?
• What is the conference about (generally)? Tech, design, something else?
• Who is putting it on? An academic group, professional org, or private group?
  This affects both what they expect of you and what you can expect compensation-wise.
• What is the topic you would like me to speak on?
• What is the topic *I* would like to speak on?
• Am I interested and available?

Then…

Audience

• Who is the audience?
  demographics, experience, interests, skills, level in organization, work context
• What are their motivations for attending?
• What is their experience level with my material? Familiarity with my topic?
• Are they the type to ask questions or sit back and listen?

Conference

• How many people will attend the conference?
• What are the themes of the conference?
• What other kinds of speakers will there be?
• Is this inspirational, academic or a hands-on conference?
• How long is the conference?

My session

• How long is my session?
• How many sessions will compete with mine?
• How many people do you anticipate in my session?
• When in the day will my session be?
• What sessions will happen before and after mine?
• What will the AV set up be like?
  they may not be able to tell you, so allow time to scout it out when you arrive
• What kind of room? How will it be set?
  they may not be able to tell you, so allow time to scout it out when you arrive

Logistics

• How will I be compensated (travel, hotel, meals, per diems, honorarium)?
• Who will book my hotel and flight?
• How many nights at the hotel will you cover?
  Most won’t cover more than two nights. Many will try to just cover one but you should definitely push for two nights - get rest before and recovery after.
• Will I receive a pass to the conference?
• When will you need my materials (abstract, bio, photos, etc)?

Good luck! Speak well!

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This entry was posted on Tuesday, September 4th, 2007 at 6:01 pm and is filed under Communication. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.

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