How to Introduce a Speaker for a Small Group

Recently, I read a very good article about how to introduce a keynote speaker. But I would like to add to those ideas by reminding the officers or program chairpersons of small events that a good introduction for the speaker there is just as important as it is at some large convention.

Why Take the Time?
I often speak at small local gatherings of clubs such as garden clubs, the Audubon Society, hiking clubs, service organizations, etc. Sad to say, and I apologize if one of my previous introducers reads this, I have rarely been introduced well. Not only is this a bit of a downer on the ego but more importantly it fails to establish a connection between the speaker and the audience. Most of the people who take time to attend small group meetings do so because they are really interested in the focus of the group. They are usually there because they want to learn something as well as to be entertained. A good introduction of the speaker can help them understand how that person can meet their needs.

First of all, please don't ask the speaker to introduce him or herself! This puts the speaker in the very awkward position of having to decide whether to be "humble and mumble" or whether to be bold and perhaps sound egotistical. Any speaker deserves to be introduced. An agent always has the freedom and duty to say nice things about the person they are promoting so that someone else will "buy." When you introduce a speaker you are that person's agent, preparing the audience to buy into the knowledge the speaker brings.

How Long Should it Be?
A good introduction does not need to be long. In fact, brief is good, as long as it has some content. Clubs usually allow 45-60 minutes for a program. A two minute introduction is about the right length for that setting. Service clubs often only have 15-20 minutes for a program. In that situation, a 60-second introduction is suitable. Don't think you can say much in a minute? Some day while you are watching the local news on TV just time how much they cover in one minute. Or time an advertisement. These days many ads are 15 seconds or less. You can tell the audience a lot about a person in a short time!

What is the Right Tone?
In a small group the introduction may be more "intimate" than in a large meeting or convention. It may be absolutely appropriate to tell an anecdote involving the speaker. Example: "I first got to know Joan on a birding walk at the arboretum. She was checking out the distant trees with some very powerful binoculars. I asked her if she was studying the warblers, she grinned and said "Nope, I'm checking to see if the coffee shop is open!" If this were a part of an introduction for a speaker at a birdwatching club, you've just told the audience that your speaker is a birdwatcher herself, has a sense of humor, and that she is personable... willing to share experiences. Of course, you don't want to make up a story! But if there is some true, short story that can establish this kind of rapport, use it!

What Should Be Included?
An introduction should always include some factual information. Now, I realize that this requires a tiny bit of research. If you are going to tell others about a speaker, you have to know something about that person yourself. Here are some suggestions for how to find out that information.

Visit the web site for your speaker. A great many people who give programs, even for small groups, now have a web site where they will give some biographical information. When I hear an introduction of myself that contains a particular list of my accomplishments, I know that the introducer has visited my web page. That is great! The list sounds canned to me, but not to the audience- they haven't heard it a hundred times. And now the audience knows some reasons why I might be qualified to talk about certain topics, and I never had to "toot my own horn" to bring about this connection.

Talk to the person ahead of time. It's best if you can do this before the meeting day. A speaker may be quite harried trying to set up the stage, arrange audio-visual equipment, etc.at the meeting. But, if you did not manage to do so via phone or prior to the meeting date make sure that you meet them before the program. Introduce yourself and explain that you will be making their introduction to the group. You might make up a standard list of questions to ask each speaker. You may not use all of the answers in the introduction, but you will get enough information to choose the pertinent parts. You are likely to know some of the answers already... that is good!

A sample list might be:

• How do you pronounce your name? (I really hate to be called Jo-Ann, what a faux pas to be introduced that way!)
• Where are you from?
• What organization do you represent?
• What degrees/education do you have?
• What is the title of your program? (it may have been publicized, but not everyone will remember)
• What specially qualifies you to give this program? (in a small group sharing travel experiences this might simply be because they went somewhere and took pictures, but there is always some reason)
• Is there something you would like me to say about you?
• Do you have any products or services you need to promote? (such as books, CD's, photos, handcrafted items, seminars, guided trips... anything the speaker may have brought to sell or promote- it's even better if you are familiar with one or more of these products)

Pulling it Off
Finally, at the right time, make your introduction! Speak clearly and be sure you can be heard. As you proceed use the information you gathered to answer these questions for your audience:

• Who is the speaker?
• What is he or she going to talk about?
• Why are they qualified to talk about this topic?
• What would you like guests to do later? (buy a book, sign up for a tour, etc.)

An Easy Way to Help A Speaker
I'd like to add another word about mentioning products the speaker may have to offer. Many times speakers for small gatherings receive very small compensation for giving programs. Sometimes they are doing so for no monetary reward at all. But quite often they are trying to promote a product or service that will bring them some income. Some speakers have no qualms about saying "buy my book!" or "sign up for my weekend seminar!" Other speakers may feel less bold about self-promotion.

Any group that has invited a speaker really owes it to that person to put in a plug for their product or service, especially if that person has been paid very little or has come a long distance toting boxes of products that they hope to sell. In fact, advertising ahead of time that the speaker will have items for sale prepares guests to come with cash or a checkbook.

Conclusion
Connecting a speaker to an audience, even for a very small audience, can lead to better attention, good relationships, future contacts, and a satisfactory experience for everyone involved. Don't take such a responsibility lightly the next time you find yourself in charge of making an introduction.