Speaker management involves coordinating a significant number of people — keynotes, panellists, workshop facilitators, virtual presenters — each with different requirements, schedules, and levels of tech confidence. The process typically includes: issuing a call for papers or direct invitation, collecting bio, headshot, presentation files, AV requirements, and travel details through a self-service speaker portal, assigning sessions and confirming times, and briefing speakers on format, time limits, and audience expectations.
Without a dedicated system, speaker management becomes a patchwork of email threads and shared folders that inevitably loses someone's headshot or misses an AV requirement. A self-service speaker portal dramatically reduces the back-and-forth: each speaker sees only their own schedule and checklist, and the events team gets a consolidated view of outstanding items across all speakers.
EventHex's speaker management module gives each speaker a personalised dashboard to upload assets and view their schedule, while the organiser dashboard shows a completion status for every speaker — ensuring nothing falls through the cracks before production day.
