Speaker Management Made Easier for Everyone
Event Tech Stack gives each speaker a personal portal for their sessions, profile, presentations, and required documents, while your team sets the requirements, reviews submissions, and sees exactly who's ready.
Speaker Management Shouldn't Live in Your Inbox
Most teams collect bios, headshots, and decks through email threads, shared drives, and spreadsheets, then spend the weeks before the event figuring out what's still missing.
Content Arrives From Everywhere
Bios come in by email, headshots through a shared drive, and decks through a file-transfer link. Before you can review anything, you have to find it and match it to the right session.
Nobody Knows Which Version Is Final
A speaker sends an updated deck the night before. Their co-presenter sends a different one. Your production team needs the final file, and figuring out which one that is shouldn't take a group email.
Speakers Get Unclear Instructions
Templates, deadlines, and submission requirements end up spread across multiple emails. Speakers miss what they need, and panelists end up sending the same presentation three times.
Follow-Up Takes Over Your Week
With dozens or hundreds of speakers, tracking who has submitted what becomes a spreadsheet you update by hand. Missing items surface late, when there's the least time to fix them.
From Speaker Invitation to Final Presentation
Speakers get a clear view of what's expected of them. Your team controls requirements, reviews, and approvals, with every submission tied to the right session.
Speaker Profiles
Collect profiles once, tailor them for each event
Choose which fields speakers complete, from credentials, titles, and pronouns to expertise, accessibility needs, and custom questions.
Your team can edit bios and headshots for a specific event without changing the speaker's original profile.
Your team can edit bios and headshots for a specific event without changing the speaker's original profile.
Speaker & Session Requirements
Set requirements by format, then adjust where needed
Create standard requirements for keynotes, panels, workshops, CE sessions, and other formats.
Then add or remove items for a single session or speaker, like letting a four-person panel share one presentation while each panelist submits their own bio and headshot.
Then add or remove items for a single session or speaker, like letting a four-person panel share one presentation while each panelist submits their own bio and headshot.
Speaker Documents
Manage more than bios and presentations
Collect speaker agreements, recording and photography releases, conflict-of-interest disclosures, copyright confirmations, travel forms, and code-of-conduct acknowledgements, all managed alongside the rest of your speaker content.
Presentations & Large Files
Keep every file connected to the right session
Speakers upload presentations, videos, and handouts, or share links to online decks. Every file stays tied to its session, speaker, and requirement, so your production team always knows where to look.
Review & Approval Workflows
Move content from first draft to final approval
Review submissions for branding, accessibility, required disclosures, accreditation requirements, and technical readiness. Approve them or send them back with revision notes, and always know which version is final.
Deadlines & Reminders
Keep speakers on track without chasing them by email
Set due dates for profiles, presentations, and documents. Automated reminders go out for missing or overdue items, along with invitations, submission confirmations, approval notices, and final event instructions.
Connected Speaker Content
Collect speaker content once and use it across your event
Approved bios, headshots, and session details carry through to your event website, agenda, speaker directory, Event Hub, mobile app, and communications, so nobody re-enters the same information in five different places.
Speaker management for events of every size
Whether you're coordinating a handful of executive presenters or hundreds of speakers across multiple tracks, the same workflow scales with your program.
Multi-Track Conferences
Keep hundreds of speakers and sessions on schedule
Assign speakers across tracks, apply consistent requirements by session type, and see completion by session so your team knows which parts of the program need attention first.
Continuing Education Programs
Collect accreditation materials alongside presentations
Gather learning objectives, references, conflict-of-interest disclosures, and poll or quiz questions for every CE session, then review each item against your accreditation requirements before the session goes live.
Corporate & Executive Events
Give high-profile presenters a simple, polished experience
Executives get one clear portal for their profile, deck, and deadlines. When they need help, planners can submit materials on their behalf and refine bios and headshots to match event standards.
A speaker experience that respects their time
Speakers are busy, and most are balancing their day jobs alongside your event. The Speaker Portal shows them what to do, when it's due, and where everything stands.
Assigned Sessions & Co-Presenters
Speakers see only the sessions they're assigned to, including their role, requirements, deadlines, and co-presenters.
Templates & Resources
Speakers download branded templates, slide guidelines, accessibility standards, technical specifications, and venue instructions before they start building their content.
Speaker Registration
Speakers register for the attendee levels you approve directly through their portal, giving them access to eligible sessions, activities, and attendee resources.
Status & Revisions
Speakers track the status of every submission and respond to revision requests where they uploaded the original file.
Post-Event Access
After the event, speakers can view approved recordings, final files, attendance, and chat, Q&A, and poll history, based on your permissions and privacy policies.
Know who's ready and who needs a nudge
See progress across every speaker, session, and requirement without digging through email threads, spreadsheets, or shared folders, and step in when someone needs help.
Invitation Tracking
See which speakers have been added, invited, accepted, or declined so you can fill gaps in your program early.
Submission Status
Track every item as not started, in progress, submitted, under review, needs revision, resubmitted, approved, or overdue.
Completion & Gaps
View completion by speaker, session, or session type, and spot missing headshots, outstanding documents, and overdue presentations before they affect the event.
Administrative Assistance
When a speaker is stuck or short on time, planners can update their information or submit materials on their behalf.
Why teams switch to Event Tech Stack
Built by event professionals for the reality of live events, where updates need to happen instantly, and your technology can't be the thing that breaks.
01
True Unified System
Data flows instantly across every part of your event without manual syncing or integration delays. Changes happen once and update everywhere in real time.
02
Built by Event Professionals
Built by people who've run events under real pressure and know that last-minute changes and live coordination aren't edge cases, they're how events work.
03
Flexible & Scalable
Scale your events without hitting artificial limits, feature restrictions, or pricing penalties. What works for your first event still works when you're running hundreds.
04
Quick Setup
Launch new events quickly by building on proven systems while maintaining full control over configuration and customization.
The platform event professionals lean on when it matters the most
From Fortune 500 companies and production agencies to small businesses, event professionals choose Event Tech Stack when seeking a reliable, flexible solution.
I wanted to say a massive thank you & well done for all your efforts. You made it all happen & work seamlessly and everyone is so appreciative of the success you pulled off – we’re all super impressed & grateful!
Jamie C.
Head of Production
We found ourselves in a very challenging position – and you and your intrepid team came through like no other. Beyond impressive. Closer to miraculous.Know you have made a LOT of friends at EY.
Lisa S.
Director, Brand, Marketing & Communications, Americas
Managing a complex footprint across Cannes requires technology that gets out of the way. Event Tech Stack allowed us to deliver a unified experience across more than 20 events. One registration journey and one credential made navigating our Cannes program completely effortless for our partners and guests.
View Case StudyBrian
Global Tech Director, B2B Marketing
We did it! This was one for the books – and certainly a virtual event we are very proud of. Everyone is very pleased!
Jenna C.
Senior Account Director
Thank you for all you have done to make every Light The Night event spectacular this season. From building the platform – to customizing the platform across the 78 market sites – to executing the event nights with us. HUGE THANKS!
Jana B.
VP Campaign Development, Community Initiatives
Everyone was incredibly pleased with the Service Heroes Virtual Event and we’ve been flooded with amazing feedback from executives! We wanted to extend our sincerest thank you to the ETS Team.
Amanda S.
Senior Producer
Attendees were loving every bit of the platform and content! Through your tireless efforts between pre-production and during the show, this was certainly a success and we’re grateful for your partnership along the way.
Jon S.
Senior Producer
Connecting registration and real-time attendance across 20+ experiences and hundreds of meetings into one dataset transformed how we measure festival ROI. Rather than ending the week with siloed lists from separate venues, Event Tech Stack gave us a single source of truth across our entire Cannes presence.
View Case StudyBarton
Director, Global Marketing Ops & Analytics
One platform to power every part of your event
Explore how Event Tech Stack unifies your entire event ecosystem in one scalable platform.
Event Registration
Flexible event registration structures with access controls, approval workflows, and session-level permissions.
Event Marketing & Communications
Send event emails and SMS communications directly from the platform with built-in tracking and segmentation.
Event Websites
Launch fully branded event websites with integrated registration and dynamic content management.
Capacity & Waitlist Management
Control event and session attendance with configurable capacity limits and automated waitlists.
Livestream & VOD
Stream live sessions and deliver on-demand content using built-in video infrastructure.
Onsite Check-in & Badging
Manage high-volume attendee check-in with QR scanning, kiosks, and on-demand badge printing.
Attendee Event Hub
Provide attendees with one destination for accessing events, sessions, and content across web and mobile.
Analytics & Reporting
Monitor registration, attendance, engagement, and livestream performance in real time.
AI Event Builder
Generate event structures, pages, and communications using AI-assisted setup workflows.
Mobile App with Real-Time Sync
A mobile app that syncs instantly with the event platform so attendees always see the latest schedule, sessions, and updates.
Multi-Event Management
Manage multiple events from one platform with shared settings, branding, and data. Reuse templates, track performance across events, and scale without rebuilding from scratch.
Networking & Engagement
Let attendees connect, chat, and engage with speakers, sponsors, and other attendees to grow their network and build connections.
Frequently Asked Questions
Quick answers about managing speakers in Event Tech Stack.
Can speakers see sessions they aren't assigned to?
Speakers only see the sessions they're assigned to. Within each session, they can view their role, requirements, deadlines, files, approval statuses, and any co-presenters.
Can I set different requirements for different session types?
Yes, you can create standard requirements for keynotes, panels, workshops, CE sessions, and other formats, then customize them for individual sessions or speakers.
Can one presentation cover a session with multiple speakers?
Yes, you can assign a requirement to the entire session so one shared presentation satisfies it for all co-presenters, or collect separate files from each presenter.
What can speakers submit through the portal?
Speakers can submit PowerPoint or Keynote presentations, PDFs, videos, handouts, worksheets, reference lists, poll and quiz questions, production notes, required documents, and links to online presentations.
Do I need separate storage for large presentation and video files?
All Event Tech Stack plans include data allotments for presentations, videos, and other large files, so you can keep speaker content inside the platform instead of relying on shared drives or file-transfer services.
Can I edit a speaker's bio without changing their original profile?
Yes, you can edit bios and headshots for an individual event without permanently changing the content the speaker originally submitted.
Can I submit materials on a speaker's behalf?
Yes, authorized planners can update speaker information or submit materials for a speaker when they need help.
What information can speakers access after the event?
Depending on your permissions and your event's data and privacy policies, speakers can access authorized attendee lists, session attendance, chat and Q&A history, poll responses, approved recordings, and final presentation files.
See How Event Tech Stack Powers Your Events — In Just 30 Minutes
Book a live demo to see how Event Tech Stack supports your specific event format.
