Facilitators’ Corner: Welcoming Guest Speakers Without Losing Control of the Meeting

A Facilitator’s Guide to Protecting the Mission

Guest speakers can be a valuable addition to our weekly meetings—but only when they serve our members, not their own agenda.

As facilitators, it’s critical to remember this foundational truth:

Our weekly meetings exist for veterans and first responders. Not for guests. Not for presenters. Not for sales pitches.

Every decision you make around guest speakers should be filtered through one simple question:

Will our members be happier when they leave than when they arrived?

If the answer is unclear—or leans toward “no”—the guest does not belong in the meeting.

You Are in Control of the Room

Many people want to speak to our groups because they have something they want to promote, warn about, or “educate” us on. That alone is not enough.

Some speakers rely on:

• Fear-based messaging
• Doom-and-gloom statistics
• Scare tactics disguised as “awareness”
• Negative or hopeless talking points

These approaches actively harm our mission. They drain energy, discourage connection, and leave members feeling heavier than when they arrived.

As the facilitator, you are responsible for what happens in that room. That means:

• You decide who speaks
• You decide when they speak
• You decide how long they speak
• You decide whether their message supports our mission

This isn’t rude. It’s leadership.

Screen the Speaker—Every Time

No guest should ever walk in and speak without prior coordination.

Before approving a guest speaker, you must:

• Review their topic
• Understand their tone and approach
• Confirm they can communicate clearly and respectfully
• Ensure their message aligns with the purpose of the meeting

Many well-intentioned people are simply not good speakers—or not a good fit for this audience. It is your responsibility to protect the group from that experience.

Often, members will recommend speakers they’ve heard elsewhere. That’s a great starting point—but it’s still not automatic approval. You must confirm the speaker fits your discussion plan and the overall flow of the meeting.

Maintain the Standard Meeting Structure

Consistency matters. It creates safety, familiarity, and trust.

Every meeting should begin the same way:

1. Introductions
2. Invocation
3. Pledge of Allegiance
4. Announcements
5. Discussion Topic One

This structure is not optional. It grounds the group and ensures continuity across chapters and facilitators.

Guest speakers do not replace the opening flow of the meeting.

Set Clear Time Boundaries (and Enforce Them)

Guest speakers are given:

• 10 minutes to speak
• 5–10 minutes for Q&A, scheduled toward the end of the meeting

That’s it.

Most speakers will keep talking until someone stops them. That someone is you.

Before the meeting:

• Explain the time limits clearly
• Tell them how you will signal when time is up
• Make it clear that you will step in if needed

During the meeting:

• Watch the clock
• Signal clearly
• Cut them off respectfully but firmly if necessary

Letting a guest monopolize the meeting is not being polite—it’s failing your role as facilitator.

Always Take Back the Closing Minutes

Never end the meeting with the guest speaker.

The final five minutes belong to you.

Use that time to:

• Wrap up the discussion
• Reinforce connection and camaraderie
• End on a positive, forward-looking note
• Make sure the energy in the room is light, welcoming, and steady

The emotional tone at the end of the meeting is what members remember most.

Protect it.

Guest Speakers Are a Tool—Not the Focus

When chosen carefully and managed well, guest speakers can absolutely bring value. They can share resources, insights, and experiences that genuinely help our members.

But they are never the center of the meeting.

The mission comes first.
The members come first.
The atmosphere comes first.

As a facilitator, your job isn’t to host speakers—it’s to lead the room.

And leadership means setting boundaries, holding standards, and ensuring every meeting strengthens—not weakens—the reason The Veterans Club exists.