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Phase 3 · Preparing the Speaker and Program

Speaker Green Room and Hospitality Checklist

Before the speaker arrives, confirm what they need in their green room or preparation space and tell them where to find it. Warm water and privacy are common requests, but the drinks, food and space that work for one speaker may not be right for another. Ask about their preferences rather than setting up a standard hospitality package and hoping it covers them.

What should you check?

  • Food and drinks: Confirm any particular drinks or refreshments the speaker has requested. These are often small, specific preferences. Ask about allergies and dietary restrictions before arranging food or beverages.
  • Privacy: Check whether the speaker needs time or a private place to prepare. Privacy is a common request, but the arrangement should reflect what this speaker needs.
  • Location: Tell the speaker where the green room or preparation space is as soon as practical, preferably before they arrive.

The Mollie Plotkin Group can help confirm these requests with the speaker. If your team has a proposed space or refreshments in mind, share the details so they can be checked in advance.

Review Speaker Hospitality Needs

Send the Mollie Plotkin Group the location of the planned preparation space and what you intend to provide. We can confirm the speaker's particular requests before arrival.

Contact Mollie Plotkin Group
Phase 3 · Preparing the Speaker and Program Speaker Travel: Fixed Buyouts vs. Client-Booked Arrangements

confirm arrival timing and any dietary needs that affect travel arrangements.

 Phase 3 · Preparing the Speaker and Program Speaker AV and Production Checklist

prepare for the technical check before the keynote.

 Phase 4 · Event Day The Onsite Speaker Contact and Day-of Coordination

identify who will communicate with the speaker at the event.