Policy Statement:
Esharelife Foundation recognizes the importance of engaging external speakers to enhance the quality and impact of our charity events. This policy establishes guidelines for selecting, inviting, and managing external speakers to ensure alignment with our mission, values, and goals.
Procedures:
1. Speaker Selection Process:
- The Events Committee, in consultation with the Trustees Board, will identify potential external speakers based on relevance to the event theme, expertise, and ability to inspire and engage the audience.
- Suggestions for speakers may be submitted by staff, volunteers, donors, or community members and will be evaluated based on their alignment with the event’s purpose and objectives.
2. Invitation Protocol:
- Once potential speakers are identified, invitations will be extended formally via email or letter, outlining the event details, expectations, honorarium (if applicable), and any other relevant information.
- Speakers will be provided with background information about Esharelife, the event, and its audience to ensure their presentation aligns with our mission and values.
3. Agreement and Confirmation:
- Upon acceptance of the invitation, speakers will be required to sign an agreement outlining their commitment to participate in the event, including details regarding presentation content, audiovisual requirements, and any travel arrangements.
- Confirmation of the speaker’s participation will be communicated to the Events Committee and relevant stakeholders.
4. Pre-Event Preparation:
- A designated event coordinator will liaise with the speaker to coordinate logistical arrangements, such as travel, accommodation, and technical requirements.
- Speakers will be encouraged to participate in pre-event calls or meetings to discuss their presentation, audience engagement strategies, and any additional support needed.
5. Event Day Management:
- On the day of the event, the event coordinator will ensure that the speaker is welcomed and provided with any necessary assistance.
- Speakers will be briefed on event logistics, timing, and any last-minute updates or changes.
6. Post-Event Follow-Up:
- Following the event, feedback will be solicited from attendees and event organizers to evaluate the speaker’s performance and identify areas for improvement.
- Speakers will be thanked for their participation and provided with feedback to support their ongoing professional development.
Compliance:
All staff involved in the selection, invitation, and management of external speakers are required to adhere to this policy and associated procedures.
Review and Revision:
This policy will be reviewed annually by the Events Committee to ensure its effectiveness and relevance to Esharelife Foundation’s objectives.