90 Days Prior to Lecture

  1. Determine the date/time, topic and preferred speaker for your meeting.
    • If you need assistance selecting a topic or speaker, please refer to the OSA Traveling Lecturer Directory. The Directory lists speakers who are available to deliver presentations and includes the lecturer’s professional profile and areas of expertise.
    • Your chapter may select a speaker who is not listed in the Directory, but the presenter must be an OSA Member to be eligible for this program. You can look up current members in the OSA Member Directory (log-in required).
    • If you have questions about a speaker, or if you are considering inviting a speaker who is an OSA Board Officer or is not listed in the Directory, please email for assistance.
  2. Once you have chosen the speaker, topic and date/time for your lecture, submit the Host a Speaker Form to for approval.
    • OSA will invite the speaker on your behalf, and contact you regarding your approval status and/or with follow-up inquiries.

60 Days Prior to Lecture

  1.  After you receive approval from OSA, draft and send the speaker a confirmation letter. For your convenience, please refer to the Speaker Confirmation Letter Template.

  2.  Confirm if your chapter is willing to record the lecture. If needed, OSA can loan your chapter recording equipment. Please contact for assistance.

30 Days Prior to Lecture

  1. Confirm final arrangements and speaker travel plans.
    • Verify that the speaker has made all necessary travel arrangements.
    • Confirm that the speaker has all the correct logistical information for your event including date, time and location.

Lecture Day

  1.  Verify the speaker has arrived at their hotel and is ready to make the presentation. Designate a section/chapter delegate to transport and/or greet the speaker at the meeting location.

After the Lecture

  1. Send a thank you letter to the speaker. For your convenience, please refer to the Speaker Thank You Letter Template.

  2. Complete the Traveling Lecturer Event Summary/Evaluation and submit it to OSA within 15 days of the lecture.

  3.  Send the video of the lecture to OSA using DropBox. For login/password information, please contact

 If you have any questions regarding these steps, please contact us by email: or by phone: +1 202.416.1420