Send the speaker as much information as possible about your organization including company newsletters, annual reports and any relevant meeting bulletins. Send the speaker copies of any material mentioning his or her presentation. Many speakers and seminar leaders have written books and produced cassette tapes of their programs. Create a mutual understanding about what promotion of their materials will be allowed. A speaker will usually appreciate the products being mentioned by someone from your organization at the end of the presentation.
Audiences often benefit from material that extends the value of the presentation.
If you want to tape the meeting, be sure you have signed authorization from all participants in advance. Tell the speaker everything Put your speaker on your company mailing list for newsletters and other meeting information. If there is good news or bad about your organization or company, be sure the speaker knows this. Set objectives for the session with the speaker and provide every suggestion possible to make it your best meeting ever. Notify the speaker about other speakers' schedules on the program to ensure the program content does not overlap and give the opportunity for presentations to build upon one another.