Speakers

In this video, we will look after the people speaking at your event. Open the event, then Programme, then Speakers. The five figures across the top are also filters: how many have confirmed, what is overdue, what is waiting for you to check, invitations nobody has answered, and speakers you have not yet sent their link.

Each speaker is a card, with their session, day, time and room. The row of squares is everything you have asked them for: a headshot, a biography, slides for each session, and so on, coloured by where it stands. On the right, Waiting for you to check lists what they have sent, oldest first, and Overdue lists what is late. A thing they sent that you have not looked at yet is never counted as overdue, because that wait is yours.

To add somebody, press Add a speaker. Type their name and email. You can add a second email or an assistant, and everything we send goes to all of them. If you already have their biography or photograph, add it under What you already have, and they will not be asked for it.

Choose their role, and whether they have already said yes. The role ticks the list of what you need from them: a moderator is not asked for slides, for example. Change any tick for this one person. You can email them their own page in the same step, or leave it until later.

To add a whole faculty at once, press Import CSV. Save your spreadsheet as CSV with headings like Name, Email, Job title and Organisation, or download the template. You will see who is new and who is already on your list before anything is saved, and nobody is emailed by importing.

Open a speaker to see everything about them. The steps along the top show each thing you have asked for, and where it stands. Copy their page link sits on the right, and below are the tabs for what they owe, their profile, their sessions, their decks and their files.

What they owe is grouped by who has to act. Anything waiting for you has Approve and Send back beside it. Approve it, or press Send back and say what needs fixing, and they see your note on their page. Below that is what is still waiting on them. Reminders go out by themselves before each due date, and stop the moment something arrives.

Every item has a menu under the three dots. From here you can send it back for another go, mark it as waiting or not sent yet, say it is not needed from them, or fill it in for them. For a photograph or a file, you can upload a copy you already hold.

Fill in for them is for when a speaker tells you something by email or on the phone. You see exactly the boxes they would see. Tick what applies, add a note, and press Save for them. It is saved as their answer, marked as filled in by your office, and they can still change it from their own page.

If you ask every speaker the same few questions, write them once as a question set. Open Event settings, then Speaker questions. Each set shows how it reaches speakers, and whether it is in use.

The builder works like your other forms. Give the set a name, a line of introduction, and its questions: choose one, tick any, short or long answers, dates and numbers. On the right you can see exactly how a speaker will see it.

Under Who it is for, ask it once per person, for things like travel, or once for each session they speak at, for things like the room set-up. You can give it automatically to everyone added in certain roles. Then set when it is due, whether it is required, and whether reminders go out.

To ask speakers who are already on your event, press Send question set on the Speakers page. Choose the set, and everyone or just the people you tick. The box at the bottom tells you exactly what will happen before you press Add. Nobody whose link has never been sent is emailed.

And this is the speaker's own page, from the link in their email. There is no account and no password. They see what they still need to send and when it is due, their sessions, and a stage view for the day. Each thing you asked for is a card they can fill in, and they can come back and change anything at any time.

Finally, Report on the Speakers page gathers what everybody owes and has sent, worst first, ready to print or save as a PDF for your programme committee, with a spreadsheet version for whoever is chasing. In the next video, we will open a call for papers.