Effective presentations hinge on many factors, including research, strategic planning, and continuous followup on details - before, during, and after the event. It is often the numerous and minute particulars that can make the difference between a mundane meeting and an awe-inspiring program. Ironically, Vendor Presentations rely on the committed teamwork of BOTH the institution and the invited vendors.
Mr. Robert C. Huber, C.M.C., C.P.C.M., has developed and participated in over 300 campus, corporate, and conference presentations during the past 30 years. As a frequent meeting and conference speaker, he believes effective presentations require thorough audience research, meticulous planning, precise framing, and ample audience preparation, in order to facilitate a clear exchange of ideas, concepts and information, regardless of meeting format.
As a certified "vendor independent" management consultant and President of
Robert Huber Associates, he has been directly involved in the Campus Card Industry, as a developer, installer, trainer, consultant, conference speaker, author, and ongoing media resource. Mr. Huber is NOT financially affiliated with any industry vendors, financial institutions, or vendor consortiums. He provides independent management consulting exclusively to institutions with respect to campus card implementations and periodic assessments of their "All-Campus Card" programs.WEEKS IN ADVANCE
1. Determine weight (%) of Vendor Presentations in advance of issuance of a Request For Proposal (RFP).
2. Provide and fax a formal Letter of Invitation to vendors at least 3 weeks in advance of the Vendor Presentation.
3. Select a professional setting for Vendor Presentations (i.e. conference room, comfortable & adequate seating, appropriate room temperature & circulation, functioning blinds/shades, backup A/V equipment, etc.).
4. Allow at least 2-3 hours for each Vendor Presentation.
5. If two Vendor Presentations are scheduled for the same day, provide two separate rooms (which are NOT adjacent) as a professional courtesy.
6. Provide maps, clear directions, equipment shipping addresses, Audio/Visual request sheets, suggested parking areas, and special parking passes to vendors at least 2 weeks in advance of the Vendor Presentation.
7. Notify campus invitees (including Evaluation Team members) in writing at least 3 weeks in advance of the Vendor Presentation (including date, day, time, length, room/s).
8. Order and publicize refreshments for meeting (e.g. water, coffee, soft drinks, danish, cookies) for audience and guests.
9. Provide at least two tables (draped or covered) for vendor equipment and/or materials (i.e. usually at the front of the room).
10. Provide appropriate and functioning Audio/Visual equipment for meeting (e.g. screen, projector/s, extension cords, etc.).
11. All Evaluation Team members should review BOTH the institution R.F.P. and the written vendor response (at a minimum) prior to the Vendor Presentation.
12. Pre-arrange with campus officials to provide access at least 2 hours in advance of the Vendor Presentation (if requested).
13. Provide "attended" telephone numbers for vendors to contact if their arrival may be delayed (traffic, weather, etc.) or they are confused as to previously provided directions.
PRIOR TO MEETING
14. Provide extra floor and room signage for all attendees.
15. Inspect meeting room (i.e. comfortable & adequate seating, appropriate room temperature & circulation, functioning blinds/shades, backup A/V equipment, etc.).
16. Provide refreshments for meeting (e.g. water, coffee, soft drinks, danish, cookies) for audience and guests.
17. Have someone meet the vendors (i.e. suggest they call via cell phone upon arrival), indicate nearest rest rooms, and offer to assist in any capacity (e.g. room lighting, etc.).
18. Provide printed Agendas to all attendees upon their arrival (including company name, representatives, titles).
19. Evaluation Team members should provide business cards to the vendor representatives prior to start of the meeting.
20. Determine with the vendor how and when audience questions will be addressed prior to commencement of the meeting.
AT THE OUTSET
21. Formally welcome and introduce the vendor representatives to your campus along with introduction of all Evaluation Team members.
22. Review the status of the Vendor Evaluation Process for both the vendor and audience.
23. Encourage all audience attendees (especially all Evaluation Team members) to stay for the entire Vendor Presentation.
24. Encourage all audience attendees to turn off or set any cell phones to "vibrate" as a professional courtesy to the presenter/s.
25. The Project Chair should assist the vendor with keeping the Vendor Presentation focused and on schedule in the event of extraneous and/or seemingly non-relevant audience questions.
AFTER THE MEETING
26. Be sure to thank all meeting attendees and guests.
27. Offer to facilitate return shipping of any equipment for the vendor (i.e. at the expense of the vendor).
28. Simply ... Be the perfect host!
Please send your comments and/or suggestions of the above to:
Robert C. Huber, C.M.C., C.P.C.M.
huber@allcampuscard.com© 2001 Robert Huber Associates. All Rights Reserved.
(480) 551-0520
(480) 551-0521 Fax
(888) 277-3118 Toll Free
huber@allcampuscard.comRobert C. Huber, C.M.C., C.P.C.M.
Robert Huber Associates
9446 East Jenan Drive
Scottsdale, AZ USA 85260
www.allcampuscard.com
www.RobertHuberAssociates.com
