How To Schedule Speakers

Important information about programs during COVID-19:

As organizations are beginning to think about scheduling Kentucky Chautauqua and Speakers Bureau programs, we want to make certain that you put the health and safety of our Chautauquans/Speakers and your audiences as the number one priority.

We have developed some procedures for in-person presentations to provide sponsoring organizations in making a decision whether to host in-person or virtual presentations.

Our Chautuaquans and Speakers are independent contractors and in control of their own schedules. When an organization is ready to book a program, the first step is to discuss your plans directly with the presenter.  You should first determine if you wish to hold in-person or virtual programs and discusss this decision with the speaker. Below are our guidelines for in-person programs. All guidelines must comply with the regulations outlined by the state at the time of your presentation.

Procedures for in-person programs:

The presenter will confirm booking dates in good faith to perform with the following stipulations:

1. Audience members be appropriately spaced apart and wear face masks.
2. Presenter will be set at least 6-10 feet away from the front row of the audience.
3. Q&A will be limited to no longer than 15 minutes.
4. There will be no meet-and-greet before or afterward the presentation (i.e. no handshaking, no photos with audience members, etc.)
5. Presenter may decline any pre- or post-show socializing with sponsors or audience members until the pandemic is safely behind us
6. Under most circumstances, the presenter will arrive to each performance already dressed in character, so as not to have to utilize a public bathroom, which is what many venues normally provide. Presenter will be wearing a face mask until it is time to perform (if a shield is requested and/or allowed, that will replace the mask during the performance).
7. Under most circumstances the presenter will not be wearing a mask. However, the sponsor can request the presenter to wear a mask or plastic shield. If a microphone is provided, it should be cordless and the type that the presenter wears behind the ear. This way the sound will not be stifled by the mask or plastic shield.

The presenter will postpone the presentation prior to the event, if:

• COVID-19 cases spike and/or are in high numbers in the community where the presentation will take place.
• The presenter, or someone in their family, contracts with COVID-19 and/or exhibit COVID-19 symptoms.
• The Governor of Kentucky of CDC directs that "Healthy at Home" supersedes "Healthy at Work" parameters.

If any of these exceptions occur, we will rebook for a date when it is safe to do so.

Procedures for virtual presentations:

1. Program will be booked as usual
2. Site coordinator will set up the virtual link and communicate the link with the presenter 24 hours prior to the presentation.
3. Link will be active for ½ hour prior to the presentation start time so the presenter has enough time to test the link, camera, and sound.
4. Link will include the possibility of the presenter sharing his/her screen in order that they can show pictures or PowerPoint slides.
5. Program coordinator will provide the speaker with a phone number to be used in case of technical difficulties.
6. Speaker will do their normal presentation (recommended not to exceed 30 minutes) and then take questions from the audience.
7. Site coordinator will either read questions that were written in the chat or will allow for live questions on the virtual link.
8. At the end of the presentation, speaker will complete the normal cash request form.