Speaker Notification Checklist: What to Send and When

How to Set Up Effective Speaker Notifications for Conferences

1. Timeline and cadence

• Initial invite (6–12 weeks before): Confirm availability, session title, and any honorarium or travel details.
• Confirmation & details (4–6 weeks before): Send logistics, session length, A/V needs, and slides deadline.
• Reminder (1–2 weeks before): Reiterate arrival time, room, format, moderator name, and backup contact.
• Final reminder (24–48 hours before): Quick itinerary, check-in location, emergency contact, and last-minute updates.
• Post-event (within 48 hours after): Thank you, presentation recording/link, speaker survey, and info on honorarium/expenses.

2. Content to include in each notification

• Event basics: Date, time (with timezone), venue or virtual link, and session title.
• Speaker role: Start/end times, format (panel, keynote, workshop), expected audience size.
• Logistics: Check-in procedure, green room details, parking/transport, Wi‑Fi and A/V specs.
• Materials: Slide templates, branding guidelines, slide deadline, preferred file formats.
• Contacts: Organizer name, phone number, and on-site contact.
• Expectations: Q&A format, recording consent, promotional language and social tags.
• Reminders about reimbursements/honoraria: Process and required receipts.

3. Channels and formats

• Email: Primary channel for formal details and attachments.
• SMS/text: For day‑of timing changes or urgent notices.
• Calendar invite: Include exact time, location/link, and attachments.
• Event platform/app notifications: Useful for multi-session updates.
• Phone call or video check-in: For high-profile speakers or complex sessions.

4. Templates (short examples)

• Initial confirmation subject: ”[Event] — Speaker Confirmation & Next Steps” — Body: session details, required deadlines, A/V form link, organizer contact.
• 1‑week reminder subject: ”[Event] — Reminder: Your Session on DATE” — Body: arrival time, room, moderator, slides due date.
• Day‑of SMS: “Hi [Name], reminder: [Event] at [Time]. Please check in at [Location]. Contact: [Phone].”

5. Automation and tools

• Use email automation (Mailchimp, SendGrid) or CRM (HubSpot) for scheduled sequences.
• Calendar APIs (Google Calendar, Outlook) to send invites and updates.
• SMS gateways (Twilio) for last‑minute alerts.
• Event platforms (Hopin, Whova) to centralize messages and speaker resources.
• Use forms (Google Forms, Typeform) to collect A/V needs and bios.

6. Accessibility and clarity

• Use clear subject lines and bullet lists.
• Provide alt text for images and transcripts for any pre-recorded content.
• Include timezone conversions or link to a timezone converter.
• Offer accommodations and a contact for accessibility requests.

7. Tone and relationship

• Be concise, professional, and appreciative.
• Personalize where possible (name, session title).
• Reinforce value: audience profile and expected outcomes.

8. Testing and contingency

• Dry‑run tech with presenters 1–3 days prior for virtual or hybrid sessions.
• Create backup plans for A/V failures (presenter phone number, extra slides on USB).
• Prepare on-site staff script for late arrivals or no-shows.

9. Metrics to track

• Delivery/open rates for emails.
• Responses to logistics requests and slides submissions.
• Speaker satisfaction via post-event survey.
• On-time speaker arrivals and session start accuracy.

10. Quick checklist (use before sending)

1. Confirm session title, time, and speaker name.
2. Attach A/V specs and slide template.
3. Add organizer and day‑of contacts.
4. Send calendar invite with location/link.
5. Schedule reminders at 1 week and 24–48 hours.