CWRT Speaker Contracting Survey Analysis

CWRTs have evolved into great consumers of oral histories provided by many speakers. When there is an abundance of talented speakers locally, there is usually little need for discussions about transportation, lodging, etc. But, probably a majority of speakers are authors/historians who attend from out-of-town. That fact brings us to the focus of this survey. What is the process that CWRTs use to contract with their program presenters?

Speaker Contracting Checklist (MS Word)

Speaker Contracting Checklist (Fillable PDF)

• Although some program development volunteers may bristle, it’s an excellent practice to, at a minimum, ask the board or CWRT leaders about their preference for program theme, topics and/or speakers.

• The use of a contracting checklist is ALWAYS a good idea. Despite the obvious advantages of having experienced program development people, there are even more advantages to the CWRT that insists on using a uniquely tailored checklist.

• Speakers are making their presentations to a CWRT for a number of altruistic reasons. The least a CWRT can do is to reimburse them for their transportation costs.

• It is equally important for CWRTs to develop and enforce a policy in which speakers involving airfare limit their financial liability to “coach” seating.

• It is also of importance that CWRTs, through policy, limit their financial obligations for reimbursement of incidentals to only reasonable expenses. If/when extra reimbursement is requested, the Board should have the authority to deviate from policy. However, in all cases, program staff and the Board must be accountable to the members.

• Sharing speaker expenses is vital to fiscal management. CWRTs need to expect that program development staff are doing EVERYTHING possible to develop relationships with other CWRTs, historical education organizations, history societies, libraries, etc. to increase the speaker program, community outreach, attraction of new members, etc.

• Development, promulgation and publication of these policies and practices reflects on the transparency of the organization while providing guidance to staff.