Technology has changed everything about the way an event works. From the ability to target messaging to the way sponsorship revenue is sold, event technology is transforming the way events are planned and managed. And one big area that has undergone a seismic shift is the ability to manage your speakers.
On average an event could have 100 speakers. The old way to manage and keep your speakers organized, as well as track their requirements, was to sift through various Excel documents, Google docs, spreadsheets, emails and more. But managing your speakers doesn’t have to be so hard. Event technology can tame speaker management into one coherent workflow plus provide tons of benefits.
1. Selecting Your Speakers Is so Much Easier
To run a great event you need to have great speakers. The importance of relevant and engaging speakers, presenting relevant and engaging content, cannot be overstated. But the process of finding topics, putting out a call for abstracts and managing the vetting process can be extremely time-consuming. Not to mention the fact that you are also juggling a thousand other things to get your event off the ground. A simple, coherent application and vetting process would save the day. A robust speaker management platform streamlines the collection of speaker proposals, automates the review process, and ensures that speakers understand what is required in a submission … all in one central hub.
Say you have 1,000 submissions and you need to tell all those applicants about their status and remind them about additional deadlines. You no longer have to juggle spreadsheets and other documents because you can automate the emails.
Do you need to collect multiple submission types? In one platform, with different forms set up for each, your applicants can submit content in all types of forms, be it for poster sessions, general sessions, educational courses and more.
Think of what a time saver this is. With one platform you no longer have to vet a ton of applications or worry about saving anything in folders to your desktop. It’s all easily accessible and digestible.
2. Speaker Selection Results Are More Reliable
Now that you have saved time and headache on the application process, it’s time to make your selections. With the right speaker management software you can trust that your selections will be better because your selection process is better. Your reviewers will be able to log in, see who they need to review, access all the submissions and also access any important considerations they are required to take note of in the selection process. With a built-in grading process, the negatives of group bias and groupthink are removed. And because a lot of people are involved in designing event content – i.e. reviewers, education specialists, managers and more – a robust platform can provide all parties with access to grade, rank and provide feedback on submissions. And you can easily manage the review process further through built-in reports and automated emails. Your days of poring over Excel documents are long behind you!
3. Your Program Builds Easily
Without a centralized speaker management system your program might come together through a lot of sticky notes on a poster board. And then what happens when a speaker needs to be replaced, or there is a change to the schedule? With the right speaker management platform you can easily build your agenda. And once sessions are finalized or approved you can drag and drop to move sessions around, delete sessions and change session details. And as you update session details, it’s all going to be reflected in your mobile event app.
4. Speaker Oversight Is a Breeze
When it comes to the management of speakers, there is a lot of content and information chasing. As conference planners, you are trying to track down release forms, disclosures, handouts, and bio information. Being able to easily collect all this information and store it in one location is a huge time saver. From the right system you should be able to send out automated emails based on tasks completed, and automate the task of accumulating and keeping track of everything you need … easily and efficiently. With one well organized platform you are keeping track of who has submitted what, what tasks still need to be completed and more. You can even customize the task list based on your needs. What could be better than not being forced to follow up with each person individually and keep track of every single point in the timeline?!
5. Your Speakers Are in Control, Not You
A few years ago you would be collecting bios and headshots and probably putting them into a folder on your desktop and collating them into whatever collateral you used for your schedule – like a printed guide. A good speaker management platform offers a customized, user-friendly portal for speakers, presenters, moderators, panelists, and abstract reviewers. Speakers have the ability to edit contact information, complete electronic forms, view their speaker responsibilities and personal itinerary, and upload information such as bios, photos, and presentations directly into the system. And it can also be used as a resource for information including dates and deadlines. Specific requirements including links to register, hotel, travel arrangements, and other resources can all be stored in the system. So nothing sits on your desktop in the path of the next power outage. And you don’t have to be the one responsible for making every single little change.
And all this info is reflected instantaneously in all your other products, like your event mobile app or other on-site solutions. If speaker handouts change, the speaker can instantly update them. If their bio has changes, they can instantly update them. Changes are reflected in your mobile app in real time.
Plus, if your speakers are part of your event year after year, then their information is saved, and they simply confirm their details or make changes as needed the next year.
6. Your Speakers Will Love You More
Let’s face facts. Your speakers are also juggling a lot of things … they are probably traveling the country speaking at other events, writing books, and more. They are just as busy as you are. So the ability for your speakers to visualize what they need to provide via automation and one centralized hub is just as much a timesaver and happiness tool for them as it is for you.
To learn about the additional benefits of using event technology to manage your speakers, download the guide below.
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