GUEST SPEAKER EVENT COORDINATION FRAMEWORK

(Sir – External Speaking Engagement Process) 

1.   Initial Proposal Receipt

A guest speaker invitation may be received through:

•       Phone call
•       Email
•       WhatsApp
•       Reference from institution
•       Any other communication source

The Operations Team must record the basic details immediately. 

2.   Mandatory Information Collection

Before proceeding further, the following details must be clearly collected:

•       Event Date
•       Event Time
•       Duration of the session
•       Venue / Location
•       Type of audience (School / College / Corporate)
•       Expected audience strength
•       Topic requirement (if any)

 No discussion should proceed without complete information.

3.   Availability Confirmation

•     After collecting full details, check Sir’s availability.
•     Confirm internally before giving commitment.
•     Do not confirm date externally without internal approval.

If Sir is available:

•       Confirm date and time.

If Sir is not available:

•       Request alternate date options from the institution. 

4.   Communication Channel Creation

Once the event is tentatively confirmed:

•       Create a dedicated WhatsApp group.

Naming format example:

•   Kanavu Talk @ Kongu

•   Kanavu Talk @ XYZ 

All further communication must happen only in that group to avoid confusion. 

5.   Topic Finalization

There are two possibilities:

Case 1: Institution Provides Topic

•       Confirm topic clearly.
•       Clarify expectations and audience level.

 Case 2: Topic Not Provided

•       Ask whether they prefer:

○ Suggested topic from our side

•       If required, propose suitable topic options.
•       Get written confirmation on final topic.

Topic clarity must be confirmed before poster design. 

6.   Profile & Poster Requirements

Most institutions will request:

•       Sir’s profile (short & long version)
•       Sir’s high-resolution photo
•       If it is a business forum they asked to send our AV as well. so please coordinate with digital team lead and the Highly professional AV to share

Send only approved official profile and photo.

If they ask for poster:

•       Share content details required.
•       Review poster draft before they publish.

7.   Lunch / Hospitality Confirmation

If the institution mentions:

•       Lunch arrangement
•       Refreshments

The Operations Team must:

•       Confirm whether Sir will stay for lunch or not.
•       Inform them clearly in advance.
•       Avoid last-minute confusion. 

8.       Pre-Event Confirmation (1–2 Days Before Event)

•       Reconfirm date & time
•       Reconfirm venue location
•       Reconfirm contact person
•       Share final reminder message in group 

9.   During Event

•       Ensure smooth coordination.
•       Collect:

○  Event photos

○  Short videos (if possible)

10.   Post-Event Documentation

After the event:

•       Collect event images
•       Prepare a short event summary 

11.   Blog Upload – kanavu.org

•       Upload the event as a blog post under:

○   Kanavu Talk Page

•       Include:

○   Event title

○ Institution name

○ Date

○ Topic 

○ Audience details

○ Event photos

No event should remain undocumented.