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Having a Guest Speaker …No Big Deal

By Patti Thalheimer, Rotary Club of Daytona Beach, District 6970
 
Recently I was asked to be the guest speaker at a local civic organization. I was asked 2 months prior to the meeting and given 2 dates from which to choose. I was excited about the opportunity to share information about my non-profit organization and I was delighted to be invited.

The day before the meeting I was called as a reminder. At the time I thought it odd that the person didn’t ask me for a biography or any material for an introduction of any kind. No big deal.

I arrived at the meeting venue the next day, approximately 25 minutes early, to set up my laptop, run through my presentation and put out some materials. Unfortunately, I was the first one there. Fortunately, the venue banquet manager was very nice and accommodating. I had everything ready to go when meeting attendees began to trickle in. No one acknowledged me so I worked my way around the room and introduced myself to people.  No big deal.

I asked someone where I should sit and was told “anywhere”. So I chose a seat close to the podium and hoped others would join me. For a few awkward minutes I sat alone. No big deal.

Three people took up residence across from where I was seated at the table for eight. Once again, I introduced myself and thanked them for inviting me. The gentleman who contacted me to speak finally showed up as the meeting began. He sat at the table with me and invited me to join the buffet line.

After lunch the President of the club passed by my chair on his way to the podium and asked how to pronounce my name. He proceeded to the podium and announced that the speaker chair would introduce today’s speaker Patti Thalemeyer. Why ask how to pronounce it when he didn’t listen? No big deal.

The speaker chair got up asked everyone to please welcome Patti Thalheimer (pronounced correctly) and stated that I was the director of my organization. Wrong. I am the development director not the director. No other biographical information was asked for or given. I took the podium, introduced myself and once again thanked everyone for inviting me. No big deal.

I kept my presentation within the limited time, (I had to ask what my alloted time frame was because this was not pre-advised) and I reserved time for questions at the end.  The President got up and said “thanks for coming”, and the meeting was adjourned. I was the last one to leave the meeting room.

I stood there in silence for a moment or two and evaluated my demeanor, and my presentation, and began packing up my belongings. A smile crossed my face and then became an audible laugh when I realized I was the friendliest person in the whole room. I had tried to make everyone comfortable and welcome, yet this was not my role. I was the guest. No big deal? Yes, Big Deal.

Because of my personality type it wasn’t really a big deal, nor did I take offense, but I felt it was the host’s responsibility to make sure I felt comfortable and welcome and not the other way around.

This got me thinking about my fellow Rotarians and how well we receive a guest or visitor at my Rotary club. Yes, I’m proud to say we value our guest speakers and ensure they are welcomed warmly and introduced correctly.

Here are some suggestions.

When securing guest speakers, ask if they need a projector, table space or any other speaker aids. Ask them to send you a short biography in advance, or bring one along on the day of the meeting. Give them a courtesy call a day or two ahead and reconfirm the time you will be expecting the speaker to arrive.

Someone should always be available to welcome the speaker and, for that matter, any visitors to your club. Be friendly and receptive. Let them know that you appreciate their attendance and thank them for coming. The speaker should be asked if they need assistance with their computer, data projector, or materials and asked if they have any special dietary needs.

Take time to get the person’s name and title correctly and pay attention to accurate pronunciation.  Be attentive. Whether you like the program or not is irrelevant.

Also, we the audience have a responsibility to show respect for the guest as a human being. At the conclusion of the program don’t just run out the door and abandon the speaker. Make sure someone stays with the speaker so that they are not left on their own. Maybe they could use some assistance in moving their equipment from the meeting room to their car.

If you are the liaison person with the task of meeting, greeting and engaging with a guest speaker, remember you are not just acting for yourself. You are taking care of the reputation of your club.

A final “thank you” or a kind word just before departure will let a guest speaker know that his or her contribution of time and information sharing was appreciated. After all, it is a big deal.