Preparing the Speakers Before the Event SOP

About Task

The speakers are a big part to why people are attending the conference! It is therefor an important task to check up on them and make sure that understand the topic and have their presentations prepared in advance.

Also on the day of the event, explain to them how the speaking will go out and answer any questions they have.

Prepare a Speaker Spreadsheet

We will have a speaker spreadsheet that you can use to coordinate who is speaking, what topic.

Here is the google doc:

On top of that, you can also leave status and comments about this speaker so we can keep track.

Some example Statuses:

Speaker Hasn’t replied

The speaker may have not confirmed - we will need to check into why that is the case.

Speaker Working on Presentation

This means that they have confirmed attendance and their topic, but still need to send us their presentation.

Management Reviewing Presentation

This means speaker submitted to us, but we haveto check it over and confirm with feedback (if necessary)

Speaker Confirmed

This means they have their topic, and presentation confirmed on both sides. Ready to go for the summit!

Email The Speakers The Topics

Working with the event management team, we will make an outline of the speakers and what topics they will be discussing. Once the management team has confirmed it, you will reach out to the speakers and send them confirmations of what they are speaking about.

You will also tell them when they need to send us their slides, so that we can review them.

Collect Speaker’s Bio and Photo, and Social media info

For the website and brochure, we nede to make sure that it is running smooth and well - professional. Get them to send professional headshot, and their bio.

This will be in the email template you send out to them, but it is also important to conttinu to followup with them if they do not send proper images and information.

For Panelists - Prepare Questions

In the afternoon we have panel discussions. We will be in charge of making the slides, but we will send them the questions ahead of time.

Check Slides + Confirm With Speakers

Once they have sent back their slides, we need to review the content. We don’t want too many self promotions or advertisements in the material.

Let the management team know when there is a new presentation to review and we will do our best to make sure that it is good to go.

Make Sure Website Has All Speakers

Make sure the website crossbordersummit.com is fully up to date.