A Personal Letter to Meeting Planners

Dear Meeting Planner,

You have a tough job.

I know. I spent two years planning meetings for the Colorado Chapter of the National Speakers Association as the Vice-President of Programs. Boy, was that an eye-opening experience!

Trying to coordinate all the disparate elements necessary to pull off an effective meeting is stressful enough without speakers adding to your difficulties. It was astonishing how often experienced, professional speakers didn’t send their materials by deadline, spent a fortune (of our money) on travel or didn’t show up to the meeting room until five minutes before they were supposed to go on stage.

The experience gave me an enormous amount of empathy and appreciation for what you do. And as a result, I want to make your job easier.

Here are my promises to you. I will:

1. send you everything you need before your deadline.

2. clearly label all the files I send you, so you’ll know exactly what each file is and who it’s from. (Isn’t it frustrating planning a meeting with multiple speakers, all of whose photos are labeled “headshot” or “picture?”)

3. send you powerful, proven marketing materials that will help you boost your attendance.

4. happily attend dinners, lunches, breakfasts or cocktail parties to meet your people.

5. show up at the event (and the meeting room) early, so you’re not worrying where I am.

6. not insult or embarrass anybody. (Especially myself!)

7. always act ethically. (As a longtime member of NSA, I strictly adhere to our Code of Ethics.)

8. help out if things go wrong.

9. end on time. (If the event is already running behind schedule, I’ll ask you if you want me to speak for my full time or cut my presentation short.)

10. be easy to work with. (You don’t need a prima donna adding to your stress level.)

My goal is for both of us to get heaps of praise. I look forward to working with you to make that happen!

Don Cooper

Don Cooper, The Sales Heretic™ 303-832-4248 E-mail Don