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Timing
In order to get the quality speakers you want for your meetings, you must do your work far in advance--decide on your subject matter and brainstorm speaker options at least a semester or quarter before your meetings.

Attempt to contact your speakers two to four months before the date you want them to speak. This communicates respect for their schedules and gives them enough time to prepare. Starting early will give you a better chance of finding the specific speakers you want for your large-group meetings.

Making the Phone Call
Don't depend solely on a letter of invitation--it could get lost! A phone call guarantees better communication from the start, and can always be followed up in writing. Be ready with this information:

• the date you've set (and alternative dates)

• the time and the place

• the topic and Scripture you've chosen (or the selection of topics and Scripture your speaker can choose from)

• the type of presentation you prefer (such as a personal testimony, large group inductive Bible study or an exposition of a particular passage).

Ask for an initial response, and take time to clarify any questions and to negotiate the date, topic or type of presentation. People often need some time to make a firm decision, so plan to call again in a couple of days. Ask what time would be best to call back. Be sure to give your name and phone number so he or she can contact you with any questions.

Calling back for a firm commitment: Introduce yourself again. Ask if he or she has made a firm decision to speak on the topic and date you discussed.

If the speaker decides to say no: Thank him or her for taking the time to consider the matter. Ask if he or she would be open to an invitation to speak the following semester or quarter. If you don't have other speaker options for this date, ask for recommendations.

If the speaker says yes: Offer more information about your chapter, such as common majors, ethnic and gender makeup, maturity level, and the "personality" of your group. Also mention the typical format of meetings and the average attendance.

Tell what you hope your chapter will gain from the speaker's presentation, as well as the overall theme of your meetings for this term. Tell what the topic will be for the weeks before and after this person comes to campus.

This would also be a good time to mention that you're able to pay travel expenses, and that you're open to discussing any other financial expectations he or she might have.

Follow-Up & Confirmation
Before you hang up, be sure to get a current address. Tell your speaker that you'll send a letter to confirm all of the information you've agreed upon, along with directions to your meeting place. Arrange to call again a week before the meeting date to get prayer requests and to answer any last minute questions.

Within a week of your speaker's acceptance, send a confirmation letter which includes the date, topic, amount of time for the presentation, meeting time and location, a preferred arrival time, where to park and where to meet you or another leader (include a map if necessary), your phone number and the phone number of another leader.

Caring for a Speaker
Speakers often feel out of place on campus. Consider having a small group from your chapter (including you) prepare a simple meal for your speaker before your meeting. Your speaker will appreciate this chance to meet students in your chapter on a more personal level. In addition to this, after your meal you can go together to your meeting place. This will insure that your speaker actually finds the meeting place.

If you plan to have your speaker come directly to your meeting place, make it as easy as possible to find: mark your meeting place well, arrange for your speaker to pick up a free parking pass at the visitor information booth on your campus, or arrange to meet the speaker in an easily accessible place so you can go to the meeting together.

After the Meeting
Thank the speaker publicly and privately after the meeting. Speakers appreciate individual questions and words of thanks in the moments that follow the end of a meeting.

Consider giving a small gift (a book, a t-shirt, a gift certificate or an honorarium) in appreciation of his or her coming to campus to speak. If the gift is non-monetary, it's appropriate to present it at the conclusion of your meeting.

Send a thank you letter. Include some information about how the speaker's message made an impact on your chapter. Speakers are usually grateful to learn that their efforts made a difference.

If you enjoyed the presentation, consider scheduling a date for next term with this speaker. Having been treated so well, he or she will probably want to visit your chapter again!