Speakers' travel itineraries and contracts

I would like to take a moment to clarify the role of the Speaker/Workshop Coordinator and the Cooking Demo Coordinator.

These roles were split given the great amount of work that is involved in pulling this area together however it still takes a full team to pull it all together.

Effective immediately Laura is taking over all direct contact with speakers and workshop people EXCEPT the cooking presenters which will continue to be Robin.
Laura and Robin will work closely together on scheduling and so forth.

The office - mainly Ben - will do all the admin work needed for the contracts (if Laura or Robin want to do this that is okay however all final signed agreements must be given to Ben so that we have them all in one location at the office). This includes filling in all essential details right down to any verbal agreements made (i.e. yes we will have raw food waiting for you once you step off the stage to yes we will have a table for autographs along with a cash book and volunteer to help you sell your books).

Dave - you were the first line of contact with one of the key note speakers - ideally you and Laura/Ben will ensure that we have captured everything you had agreed with him on. If some points need clarification I would greatly appreciate if you could make sure that Laura has all the necessary contact details.

Nancy - I know you have had discussions with Brenda and with Vesanto - if you and Laura could chat with each other and if you could hand over all the necessary details to Laura that will remove one item off  your busy agenda.  Also if you could forward the contact details for the person who was writing the piece (as well as a copy of the piece to myself and Laura) that would be lovely - we could get it posted on the web.

Note: if anyone else has submitted items to the newsletter and it references the TOH please send me a copy. I would rather be aware of it upfront - this also ensures that I'm not duplicating tasks. Thank you.

The minimum we need to know about each speaker is as follows.
Full name
Full address
email and phone number plus a cell phone number
name of their assistant if they have one
agreement about their transportation (i.e. we are/aren't picking up costs of them traveling from their home to their departure airport and back; travel to/from airport/train/ferry and who is picking them up if anyone)
accommodation details including who is paying
food costs
anything else special
any special AV requirements and what they are bringing (i.e laptop, lightshow)

And of course
whatever press materials they have that already exist (past clippings, other reviews, posts on YouTube, video clippings, copies of their work).
recent photos
and the permission to use all of the above.

day of arrrival and departure (important esp if we are doing any media with them)
if they will do broadcast interviews

and any limits on them (i.e. will only speak once per day)
are willing to sit at the ESC info booth and chat with consumers
will be selling their books right after the presentation.

Thanks kindly. Let me know if I have missed anything.