Media Release Form (.doc)

Club Speaker Resources

Steps to follow for clubs to bring speakers to campus:

• Work with the Corporate Partnerships (CP) office to obtain approval for all speaker solicitations. 
• When developing a speaker list, utilize business contacts, personal relationships, Kellogg alumni, and the Kellogg CP staff.
• If you are interested in inviting an international dignitary to speak at a conference, please follow the guidelines in the International Dignitary Proposal Process (.doc)
• As the school has relationships with many of the speakers and companies you may be targeting, please do not reach out until you have received the go-ahead by your CP contact.
• Typically, unless a relationship exists, speaker invitations are sent via email from the student co-chair team. 
• The CP office can help to facilitate a letter from the dean’s office, when appropriate. Typical turnaround time is 7-10 business days.
• Start early, securing speakers takes time. Begin Solicitations 4-5 months before the event.
• We suggest giving a 2-3 week response time to your potential speakers.
• Follow up with an email 3-5 days after the initial invitation was sent out.
• Please let your CP contact know when a speaker has confirmed with details about the event.
• It is important to know who is on campus as the dean is looking to the CP office for this information. 
• The dean will send an email thank you note to each speaker. Please provide your CP contact with the speaker’s email address.

Things to look out for:

• Please check the Serial Calendar for conflicts with other Kellogg events.  Calendar conflicts will affect your event’s attendance and possible content overlap. Please think quality over quantity.
• Per Kellogg’s Company Presence Guidelines, clubs should not schedule more than 3 events per week.  Additionally, a company can be on campus 3 times per quarter.  Please see the Key Dates/Guide for Company Presence on Campus.   
• Clubs cannot pay honorariums for speakers.
• Out of respect for a person’s time, we do not recommend soliciting a speaker who has been on campus within the last year.  Please check the Speaker Database before submitting the name for approval.  The speaker database is a comprehensive list of past speakers at Kellogg since 2000 managed by the CP Office.
• Speakers should not be solicited less than 6 weeks before the event.
• Be aware of speaker’s expectations.  Partner with other clubs to ensure a large audience for a high level speaker. 

Once a speaker confirms:

• Please contact Mike Rice (Full-time) or Andrea Stoit (Part-time) for event planning and logistical needs.
• Reserve an appropriate size classroom for your event.
• Request a bio and high resolution picture (300dpi) for marketing of the event.
• If you are interested in having the speaker/panel videotaped, your CP contact can help facilitate this. Please note that resources are limited and not everyone can be taped.  If videotaping, a media release must be signed and submitted to your CP contact one week prior to the event.
• If the speaker is an alum, his or her graduation year should be included in all marketing material. i.e. John Smith ’89, President, ABC Corporation.
• Make sure speaker needs are met including assessing their audio/visual needs and providing them with detailed directions, a parking pass, etc.
• A gift of reasonable value may be given to a speaker. We suggest promoting Kellogg by giving something from the Emporium, either a book authored by a faculty member or merchandise bearing the Kellogg logo (i.e. mug, pen).
• Marketing tips: Email students through the list serve, target interest groups (i.e. GIM trips, student clubs, KSA, faculty, etc.), post the event on the Serial Calendar, place event posters on bulletin boards and the atrium media wall.    

Additional things to remember:

• Ensure that someone will greet the speaker upon his/her arrival.  We suggest exchanging cell phone numbers.
• Let your CP Contact know if the speaker has requested any meetings, as she can assist you in arranging them.
• Reconfirm the room reservations closer to the date of the event.
• Determine who will introduce the speaker, who will close the event, and who will escort the speaker from the room.
• The day of the event: Make sure the AV is ready, that the speaker has water, a podium, and microphone if needed.
• Have volunteers available to greet people as well as encourage students to take seats.
• If your event is in the Owen L. Coon Auditorium, we suggest encouraging students to take seats first in the front middle section, with the left and right sections following.