Program, speakers and entertainment
Format of the program
Have your target audience in mind, and decide on the agenda:
- What formats should be included? For example; an art tour, a welcome-note by the President, a panel debate, a key note speech, entertainment, an interactive excercise and a networking fika break?
- How long should each part of the program be?
- In what order should the speakers be talking?
- How will it all work logistically?
- What elements can we add to make it as interactive, inclusive and interesting to the audience? Social activities are usually very appreciated.
Create a "Körschema" in eg. Excel-format, where you in detail put down all allocated timeslots for each element.
Speakers
SSE conducts internationally recognized research in economics, finance, business administration and related disciplines. Many of our researchers are among the leading figures in their respective fields.
When deciding on speakers, always have diversity in mind, to make the program as interesting and including for all. Here are some key aspects to keep in mind for diversity on stage.
If you want people with an SSE connection to be on stage - think broad! From alumni, students, corporate partners and members of the Board, to faculty of course.
When you have decided on who you want to speak at your event, or be a part of in any form, send the request well in advance and be clear about what is expected and the purpose of the event.
Please also see Speaker liason flow below, for recommenadtions on how to communicate with speakers.
Entertainment / Artists
At SSE, we have the priviledge of having many multitalented students, such as singers, musicians, and our own cheerleading-team. The students choir Friedmans Apostlar is ususally a beautiful element at any event.
Contact Friedmans Apostlar: friedmans@sasse.se
Contact SSE Music Society: musicsociety@sasse.se
Moderator
Most events require a moderator or "host", that holds the program together by introducing the speakers and informing of practicalities.
Speaker Liason Flow
Recommendartions on how to communicate with spekaers; when and what to include.
- Invite Speaker 6 months before event
- Typically, the management team or senior academic will do this
- Include event title or theme, and date
- Speaker Accepts: Assign speaker liaison
- Introduce speaker to speaker liaison from the team.
- Explain that this person will send them a speaker pack, a calendar invite and be their main point of contact leading up to the event
- Create and Send Speaker Pack
- Event information, schedule, marketing information
- Include: key dates and deadlines to send presentation slides, key contact information of speaker liaison (in case of technical difficulties, last minute cancellations from them, urgent questions, etc)
- Ask them for their contact details, but reassure them it will not be distributed
- Send Calendar Invite (same time as Speaker Pack)
- Re-attach Speaker Pack (for their convenience)
- Include: dates and times (for international speakers, include both Stockholm and their local time), a link for virtual event OR an address for live events, contact person (typically speaker liaison person), information about the moderator or session format
- For virtual events: Arrange tech test OR For live events: Send out a logistics information email
- Tech test: Give a large window for a date and time. Preferably use the same link as the event link. This should be 20 to 25 minutes. Check that their mic, camera and sound works. Give an overview of their presentation session and format; when they start, how long it will be, when it will end, and how it will end.
- Logistics email: SSE address, time and date (have them arrive an hour early but be sure to have coffee and water available), key contact person, meeting point.
- AFTER THE EVENT
- Send a thank you email
- You may need to ask about permissions to use recordings of the event, photos taken at the event
- Once recordings are edited and complete, send to the speaker to review (if requested) and send final copies for their own distribution