Hugh Curley

On the Big Night, Only a Presenter Be

Recently I conducted a seminar at a theater. The presentation consisted of three speakers being videotaped.

I served as meeting planner, producer and presenter. Never Again! One role is enough.

As I should have been greeting arriving guests, I had all the little emergencies that naturally happen when trying to put on a show. The camera operators, sound technician and lighting technician were all very competent, but needed guidance about what I was trying to capture.

The MC got tied up in work, then in traffic and arrived just as the seminar was to start. In the rush I forgot to give him my carefully prepared introduction and he forgot to ask for it.

The three people in my skit arrived just as the seminar started.

The computer running the PowerPoint® presentations, which had worked flawlessly for the past three weeks decided to display the wrong information.

I was so busy with the urgent (the emergencies) that I ignored the important (greeting the guests).

After the seminar, I was busy talking with guests and could not get to the table where I had product to sell.

In the next quarter, I will be conducting another of these seminars at the same theater. I will hire someone more experienced than I as the meeting planner and producer so on the day of the event I can mingle with the guests. I will hire someone to staff the table to help customers purchase my product. My only responsibility will be to be a presenter.

I compiled a list of duties and required roles. You may divide the responsibilities differently or you may have other responsibilities, just ensure everyone know who is responsibility for each function.
Required Roles (each a different person)

Meeting planner: all aspects of the meeting including arranging suitable venue, contracts, releases, collecting fees, paying for venue, getting talent on site ahead of time.

Producer: all aspects of creating the video including lighting, sound, music, introductions, stage preparations, projectors and support equipment, arranging for testimonial, directing sound and lighting technicians.

Presenter: all aspects of the presentation including creating the presentation, visuals, skits, writing the introduction.

Presenter staff: support presenter including selling product.

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