Program

The word program when referred to in the context of an event means the order of things. The coordinator plans who will speak, when they will speak and how long they shall speak for. Though it generally includes speakers, it also speaks about many different aspects that transpires during the event; when a break is needed, what song will play or any other small detail that brings the event to life. Programs are generally formatted the same way but personalized according to each event/occasion.

Guest Speakers

When inviting a guest speaker at an event, chances are they may have other engagements for the same day if asked last minute. Therefore asking way in advance helps eliminate the hassle, headache and disappointment of an intended speaker being unable to attend. This invitation to speak should be given well in advance, eight (8) weeks prior to the event. This well in advance invitation also allows time for arrangements to be made for guest arrival or accommodation dependent on the nature of event.  

Master of Ceremony

A master of ceremony is any person who presides over a formal event or entertainment and introduces speakers, guest or entertainers. To ensure the master of ceremonies is  able to attend, an invitation should be sent at least four (4) weeks in advance. Soon after sending out that request  should come an rsvp so the planner knows if alternatives has to be arranged or if plans can proceed as normal.

The Program

After confirmation of attendance by speakers and master of ceremony, the planner is then able to proceed with a written program on what order guest speakers shall appear to give their speech, receive an award or other recognition. This program can be planned two weeks before, which allows a small window for change as seen fit by the host whilst still observing order of protocol. 

Question: Do you think eight (8) weeks is too early to send invitation to a guess speaker?