The Meet the Leaders of Business Speaker Series offers direct perspectives of top business professionals and is as a great way to better yourself as

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1 The Meet the Leaders of Business Speaker Series offers direct perspectives of top business professionals and is as a great way to better yourself as a business professional while developing a deeper connection with your Honor Society.

2 This is a guide to planning and implementing a Meet the Leaders of Business Speaker Series Event as a Beta Gamma Sigma Chapter. What s inside this Guide? Planning... 3 Promotion... 4 Day of the Event... 4 Submitting Materials and Follow-Up

3 Planning Any chapter looking to participate in the Meet the Leaders of Business Speaker Series as a host must meet the following requirements. Technology 1. Host must supply facility, support staff, and technology required to live stream the lecture in real time and provide the internet streaming link to BGS at least three days in advance of the event 2. Host agrees to allow BGS chapters, members, and alumni to view the webcast live from a satellite location (expect viewers) 2. Host must provide for at least 15 minutes of Q&A afterwards and should have way to take questions directly from outside web viewers, whether via instant messaging tool on the site or an address to send questions 3. Host must either have moderator read questions or have microphone for guests to use so that web viewers can hear what is being spoken 4. Event must start promptly to ensure smooth coordination with satellites and individual viewers 5. Lecture must be recorded and a digital or physical copy sent to BGS no later than one month after the presentation, to be archived and available on the BGS website Speaker 1. Speaker must be top executive (CEO or equivalent) 2. Speaker must present on a topic related to business (selections will reflect goal to cover several industries and topics throughout series) 3. Event can be in conjunction with another speaker series already offered at the school, but clear co-branding must be in place so that BGS is represented as well 4. Speaker must grant permission to have lecture recorded, to be archived and available on the BGS website Cost and Space 1. Event should be free to BGS members 2. Host may or may not choose to provide a reception before/after the event 3. Host must plan adequate seating for BGS members to attend 4. Host must have BGS Logos highly visible within the event space Fill out a Meet the Leaders of Business Host Nomination form here: Please send Heather Sweeney, Manager, Member Programs and Events the following details with your host nomination form: 1. Details of reception: location, parking, time, and cost to BGS members? 2. Approximate number of seats available to BGS members? From past experience, estimate BGS in-person attendees 3

4 3. Exact instructions for how BGS members RSVP to attend: link or ? Can you track BGS attendees? 4. Details of technology you will use to broadcast. Will you be able to have link to us at least 3 days before the event? outside individual viewers; please make sure the technology supports these numbers 5. Tell us how you plan to hold the 15 min Q & A and how you will take remote viewer questions? Will you have sound enhancing device if taking questions from audience? 6. Do you have permission from speaker to archive address and Q/A for posting on BGS site? obtain <1 month after event Promotion What promotion will the Host handle? 1. Host agrees to advertise event through promotional s, flyers, announcements, etc. All advertisements will have Beta Gamma Sigma listed as a sponsor through the placement of the BGS logo on all promotional materials disbursed. 2. BGS will send announcement to all members via (170,000+) detailing event information, as well as post it on website and in appropriate additional materials 3. BGS will send 1-2 representatives or officers at BGS expense to represent the organization What promotion will BGS handle? Late August: Full membership detailing all five events MTLOB site also goes live One month prior to event: One week prior to event: One day prior: Full membership with details on host event, satellite events, and individual viewer registration Full membership REMINDER with details on host event, satellite events, and individual viewer registration Individual viewers sent live stream link by BGS Global Headquarters Day of the Event On the day of our speaker series event, run through the below check-list to ensure success. Leading up to the Event: Secure space suitable to the size of your expected attendance Hire or communicate with your departmental AV or tech staff member to discuss your technology needs (you will need to record the speaker as well as stream the event live) Set-up a deadline for your speaker to send you their presentation prior to be loaded on the computer (still encourage them to bring a thumb drive with their presentation) Set-up a deadline for any printed materials to be designed Print any printed materials Set-up a registration system (keep in mind, you will need a way to track BGS members who attend) Prepare a follow-up message for attendees, which can include a post event evaluation or collection of information 4

5 Send BGS the link for your live stream Receive the BGS award plaques (these will be shipped to the chapter prior to the day of the event) 1 Hour Prior: Space set-up: This should be confirmed at least one hour prior to the start of your program. Audio Visual Dry Run: During your space set-up time frame, have your technology crew or staff member do a dry run of any and all visuals, videos, music, sound, and microphones. Attendee confirmation: double check your registrant list. Sort through name tags or any other lists your institution is using for the event to make sure all attendee materials have been printed, sorted and placed. Speaker: Ensure your speaker has arrived at least 30 minutes prior to the event to be ready to start on time as well as get situated, practice, hand over any last minute presentation changes or details and given their microphone. During: Speaker needs to speak for at minimum 45 minutes and there will need to be time allotted for 15 minutes of Q&A Introduce the BGS representative who will present our speaker series award to both the speaker and the chapter following the Q&A Take notes on the event to be able to write your summary for BGS (This will be submitted with your video and member count) Following: Compile a count BGS members in attendance Communicate with AV staff about how and when you will receive a copy of the speech Send out any electronic evaluations for your event to attendees addresses Thank your speaker with a personal note, or honorarium Submitting Materials and Follow-Up The week following your event you should take the time to compile and send the following items to BGS Global Headquarters: The video of your speakers full talk A final count of BGS members in attendance A summary of the event 5

6 BETA GAMMA SIGMA Host Nomination Form Example Submit electronically on our website here: Host Information Name of Institution Contact Name for Event Information on Person Submitting Nomination Name Title Address Telephone and Information on Event Projected date(s) and time for the event (if flexible, please indicate as much as you know) Name of Speaker Company & Title Possible Topic(s) How did you select this speaker? Please attach a brief bio of the speaker Please provide any additional information that might be helpful in the Meet the Leaders of Business selection process 6

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