During the time leading up to your event, communicate regularly with your presenters (or their teams). You'll want to assure them that their room reservations have been made, their ground transportation has been taken care of, and so on. You'll also want to tell them who their contact person is upon arrival.

Also, include your speakers on any of your meeting or convention mailing lists. Adding them to other mailing lists for your organization, such as annual reports, newsletters, brochures and organizational magazines may also prove helpful in assisting them while they tailor and personalize their presentations to fit your audience's needs.

At least two weeks before your event, it is imperative that you speak with your presenters (or to their representatives). During this phone conversation, take a few minutes to answer any questions and confirm arrival times, airport pickup arrangements, hotel reservation information, etc.

Taking the time to communicate before an event will save you many headaches and will insure that you and your presenter are on the same page.