For an organization which has monthly speakers, it is a good idea to set up a schedule for a year. After a call to confirm that a speaker is willing to address your organization, follow up with a letter that confirms in writing the points you discussed, especially the place, date and time, as well the subject and type of the speech. It is also appropriate to describe in some detail the purpose and membership of your organization, so that the speaker will be better able to analyze the audience's needs and expectations in preparing the speech. If you need to know or would prefer to hear specific points, again it is appropriate to give the speaker an idea of your exceptions.
Speakers often appreciate such guidance.
Be sure to give the speaker specific information about the time and place. If the speaker will be responsible for his or her own transportation, include a map and information about parking. If the organization will be responsible for transportation, tell speakers when and how plane tickets will be handled, where and when speakers will be picked up from their original destinations or from an airport, as well as how to recognize whoever will be meeting them. It is usual to tell speakers about how many minutes they will have for their remarks and for any questions or discussion. Do not, however, ask someone to speak only ten or fifteen minutes on a large topic.