Assign a person in your group to greet the speaker upon arrival and to assist with any last-minute questions or preparation. Room set-up such as tables, chairs, etc. Starting late is a major irritant and the meeting may lose effectiveness. Have a podium available for the speaker's notes. Brief the speaker about the program, VIPs, background of the organization, etc.
Speakers often use such information to strengthen their bond with the audience.
For a small fee, meeting rooms are available on campus for use by groups or organizations.