Day 1 of Forum
Pray Ephesians 3:14-21 for yourself, your speakers, and the students
Pray that the Lord would be at work in the hearts of the students our speakers present to today! Ask that they would be open to the message of the gospel and intrigued to hear more and more of the stories of our leaders. Pray for spiritual protection for our speakers and for you as a coordinator; that all the day’s events would go smoothly.
Section I: Speaker Arrival & Classroom Speaking
It’s showtime! In this pillar we will be covering all you need to know in order to pull off the first elements of your forum.
Now that our speakers are on campus, we want to be able to serve them as best as we possibly can in gratitude for their investment. This involves meeting them when they arrive in their place of parking. Greet them, thank them for their participation and have necessary items ready for yourself, the speaker liaison, and the speakers throughout the day. Depending on your schedule, this would include: a copy of the day’s schedule, campus maps, and water/snacks for your speakers. Once you have finished this greeting, walk with your speakers to the first classroom.
Classroom speaking is our first big exposure of our speakers to students. If you recall all the way back in the blueprint, the point of this time is for our presenters to speak authoritatively on the subject of the class or a related topic and inject the Christian worldview in the process. As a reminder, due to the pressures on secular faculty, we typically leave direct statements about Christ and the Gospel to a question and answer period, should it come up. So, in a nutshell, we want to be able to offer a value-added class period to the professor’s course. Logistically, speaking, here’s what we want this to look like.
First, arrive at the classroom about 10 minutes before the period begins. Greet the professor and ask that, after he/she does a brief intro to the students about the focus of the class for the day, you have the opportunity to outline the structure of the class and introduce each of your speakers.
Once this has been established, it’s time to actually introduce your speakers. Each intro should be brief (30 seconds or so), highlighting the qualifications and accomplishments of your presenters. Here are some guidelines to follow in the process:
Look sharp. Present yourself in a professional manner especially because of the EII event and nature of your being in a classroom.
Take the initiative with the instructor/professor and tell them that you’d like to introduce the speaker so that the connection with the EII Forum is made.
Be prepared to go over the highlights of the speaker(s) professional bio. This is a little bit of a balancing act. The speakers will be embarrassed if you do do much, however you don’t want to gloss over their bios as they do give credibility. Be concise and know what portions you will communicate.
In the introduction be sure to thank the professor.
Finally, here is a sample classroom introduction for your reference:
Good afternoon, I’m ____________ and I’m on staff with Cru, which is a Christian student organization on campus. It’s my privilege to introduce _____________________, who, along with two other executives are on campus for a two-day event called the Executive and Entrepreneurial Leadership Forum. The EII Forum is sponsored by Cru and is an informal partnership with top executives and entrepreneurs who care about investing in the lives of future leaders on today’s campuses. Before I introduce _____________, I do want to thank Professor ___________ for inviting ______________ to participate in today’s class. Let me share just a few highlights from __________ professional biography…” By the way, the Executive Forum speakers will be speaking at the Cru meeting this evening at ________________________. We would love to have you join us.
With this completed, it’s time for each of your speakers to present. Remember, the format for a 50 minute class period is to have two of your three speakers present (15 minutes each) followed by a 10 minute Q&A.
OTHER HELPFUL HINTS FOR CLASSROOM SPEAKING
Try to align the pair of speakers you choose for each class with the course subject of the professor whenever possible
Closely monitor the schedule in order to be on time for each lecture
Know the location of each lecture hall beforehand so that you’re not having to reference the map throughout the day. You want to have it as a failsafe, but this conveys good preparation on your part
Be sure to have a location chosen for lunch with ample time to eat for your speakers if you have classroom opportunities in both the morning and afternoon
If possible, coach your speaker liaison to introduce speakers and direct them to classes without your help so that you can have the freedom to leave after lunch and prepare for the Dinner
Section II: Another “Nearing The Home Stretch” Checklist
As your classroom lectures wrap up for the speakers, you and/or your speaker liaison should guide them to the location of the Forum Dinner. It’s time for the main event!
Once again, this is going to be a bit of a blitz of miscellaneous tasks grouped together, but they will be vital to having the Dinner run smoothly.
Connect with caterer to inform him/her of Dinner schedule and when he/she will be setting out food
Set up name tags on a welcome table at the entrance of the Dinner hall
Place one speaker bio packet at each table
Set out follow-up sign up sheet for students to fill out at the end of the Dinner
Set up signage at the entrance of the Dinner
Set out one of the following at the tables, one per seat: notepads for students, pens, and comment cards
Coordinate any special AV requests with University staff
Audio playlist for music at student arrival
Projectors for speaker presentations
Microphones for speakers and the emcee
PRE-DINNER PROGRAM MEETING
After you have most of the venue details in place, host a half hour program meeting with your Dinner team from 4:30-5:00 pm. This meeting will be with the speakers, the emcee, greeters, and yourself. In it you will go over the schedule (edited from the minute by minute document), explain to the speakers that the emcee will give a 5 minute, 1 minute, and Stop warning as they present, iron out any logistical details, and pray for the event. This would also be the time for the emcee to briefly walk through the Dinner Emcee Script so everyone is on the same page. Here is what your schedule will likely look like:
4:45 -5:00 pm Speakers arrive
5:00-5:15 pm Program meeting/prayer
5:15-5:30 pm Table Host meeting
5:15-5:30 pm Informal reception w/ Beverages
5:25-5:30 pm Water/Salads placed at Tables w/ Dressing & Rolls
5:30-5:35 pm Emcee introduces event/welcome/table hosts & Intro Speaker #1
5:35-5:50 pm Speaker 1, then Q & A
5:50-6:05 pm Move to dinner (served by table)
6:05-6:20 pm Dinner/discussion around the tables
6:20-6:25 pm Transition/Intro Speaker #2
6:25-6:45 pm Speaker 2, then Q & A
6:45-6:50 pm Dessert/discussion around the tables (this time can be removed if behind schedule)
6:50-6:55 pm Introduce Speaker 3
6:55-7:20 pm Speaker 3, then Q & A
7:20-7:25 pm Closing remarks by emcee; invitation to come back tomorrow morning for more interaction with speaker and comment cards. Invite to Cru weekly meeting
7:45-8:00 pm - Move to Cru Weekly Meeting
PRE-DINNER TABLE HOST MEETING
Directly following the program meeting, yourself and the emcee will meet with the table hosts to discuss their role from 5:00-5:15 pm. During this time, you will go over the Table Host Guidelines document with them to reiterate what is expected and answer any programming questions they might have.
THE DINNER: OVERSIGHT & DELEGATION
You did it! The main event is now in process. Your role in this time is to be the troubleshooter, overseer, and delegator. Work out any problems and make sure programming runs smoothly while also praying for and rejoicing in the fruit of your labor.
Most notable in this time is to make sure your photographer is getting shots at each of the tables during meal/discussion times and that the emcee has each student fill out a comment card before leaving the Dinner.
When all the programming is said and done, be sure to work with the photographer to take your group photo.
POST-DINNER GROUP PHOTO AND FINANCIAL APPEAL
You will want to organize a group photo with the speakers, table hosts, emcee, and Cru staff who are at the Dinner to capture the moment (and for sharing these photos in thank-you notes for the speakers and table hosts). Immediately following the photo op, have your MTL prepped to address the speakers/table hosts and make a one-minute financial appeal for the campus operating budget. He/she could share briefly about what sort of a shortfall you are experiencing, or what you are trusting God to provide so that you can fund an upcoming outreach. Then he/she should say that he/she would like to give each of them a call soon to talk with them further about helping reach your goals. This is a brief moment that could have great potential, especially since these men and women have just experienced our ministry first-hand and are likely to be the most ready to invest in the mission.
Section III: The Cru Weekly Meeting
The Dinner has just finished and it’s time for your speakers to present at your campus’ Cru weekly meeting. Here’s what to expect and prepare for during this event.
Just a couple of odds and ends tasks to complete for the meeting:
Walk over to location of weekly meeting with speakers
Connect with weekly meeting team leader to see if there are any special notes about the evening’s programming
Introduce Speakers to Emcee
Set up microphones/AV equipment
Have stools prepared for seating during the Q & A portion
Place comment cards underneath each seat of the weekly meeting room
PRE-MEETING PROGRAM TEAM MEETING
Similar to the program team meeting at the Dinner, set aside 15 minutes to run through the weekly meeting format with your speakers, the emcee, the weekly meeting team, and the worship team. Your weekly meeting team should have a schedule for your all to go over and then you should review the Emcee Script with your speakers and emcee to determine who will answer the questions in what order. Make sure your emcee who will be asking the panel questions does not ask each question to each speaker, but instead ask each question to only one speaker so as to not allow the discussion to go too long or not cover the most ground.
THE WEEKLY MEETING: OVERSIGHT & DELEGATION
Once again, congrats on your labor! Main event two is now in progress. Your role in this time, just like the Dinner is to be the troubleshooter, overseer, and delegator. Work out any problems and make sure programming runs smoothly while also praying for and rejoicing in the fruit of your labor. As with the Dinner, be sure to have the emcee give time for each student in attendance to fill out a comment card before leaving the weekly meeting. In addition, we recommend sitting next to your speakers to be in community with them during worship and announcements in order to explain/share anything of note about your movement as programming proceeds.