Module 3: Speaking Tour Program

Hosting Speakers at Your Lodge

Creating Successful Speaker Events

When a Speaking Tour speaker comes to your lodge, your job is to create an environment where they can deliver maximum impact. This lesson covers how to host speakers effectively.

Before the Speaker Arrives

Communication

  • Confirm all details in writing
  • Provide speaker with audience information
  • Share your goals for the event
  • Ask about their equipment needs
  • Confirm travel and lodging arrangements

Promotion

  • Promote widely to maximize attendance
  • Invite schools, community groups, partners
  • Use social media and local media
  • Personal invitations to key people

Logistics

  • Test all audio/visual equipment
  • Arrange seating for expected attendance
  • Plan parking and directions
  • Prepare welcome materials and signage

Day of the Event

Speaker Care

  • Have someone greet the speaker upon arrival
  • Provide a quiet space to prepare
  • Offer water and any needed refreshments
  • Introduce them to key people
  • Review the program flow together

Program Flow

  1. Welcome and housekeeping announcements
  2. Brief introduction of Elks DAP and your lodge
  3. Speaker introduction (keep it brief)
  4. Presentation
  5. Q&A if appropriate
  6. Thank you and closing

During the Presentation

  • Monitor the room for any issues
  • Manage time diplomatically if needed
  • Be ready to assist with AV problems
  • Watch for audience members who may need support

Sensitive Content

Recovery speakers may share difficult stories:

  • Have tissues available
  • Identify a private space for anyone who needs it
  • Know how to contact local resources if needed
  • Be prepared to follow up with affected individuals

After the Event

Immediate Follow-Up

  • Thank the speaker personally
  • Process any honorarium payment promptly
  • Share photos and media coverage
  • Gather feedback from attendees

Documentation

  • Log the event in CLMS
  • Record attendance and impact
  • Document lessons learned
  • Share report with State Chair

Building on Success

  • Follow up with schools and partners
  • Plan future speaker events
  • Share the experience with other lodges
  • Use the event to strengthen relationships

Previous

Requesting Speakers