Managing event speakers? You need this free checklist

Take the stress out of managing your event presenters with our free checklist.

Are your event speakers adding value, or adding stress? Between putting out your call for abstracts, chasing speaker bios, and getting everyone aligned for pre-event briefings, things can get messy fast without a solid plan. 

To make speaker management less of a juggling act, we’ve put together a free checklist presenter management checklist that covers everything from recruitment to post-event follow-up. 

Why presenter management is so important for your event 

 
Attendees expect more than just good content from an event. They want speakers who deliver with confidence, sessions that run like clockwork, and opportunities to connect in meaningful ways. And when speaker coordination falls short? You feel it. Tech hiccups, inconsistent messaging, and missed engagement moments can quickly unravel the experience. 

When presenters are well-managed, everything changes. They deliver high-impact sessions, amplify your event across social channels, and create content you can repurpose long after the lights go off. They even become long-term advocates for your brand. 

What to consider when choosing your event speakers 
 

When selecting the right event presenters, think about aligning voices with your event’s goals and needs. Ask yourself: 

• Does this speaker address a key challenge or trend for our audience? 

• Will their style resonate with our format (e.g., virtual, hybrid, in-person)? 

• Are they aligned with our brand tone and values? 

 
Use a speaker matrix to map potential presenters to session themes, audience segments, and strategic outcomes. Remember, it’s not just about who’s available, it’s about who fits. 
 

Ways to prepare your event speakers 

 
Once your speakers are confirmed, the real work begins. This phase is all about setting them up for success: 

• Send a detailed onboarding pack with schedules, branding guidelines, and audience insights 

• Host a virtual pre-event meeting to review expectations and presentation flow 

• Confirm AV needs and presentation formats early to avoid last-minute surprises 
  
  

Want to go the extra mile? Share examples of past high-performing sessions and offer optional coaching on engagement techniques. 

Managing your speakers on event day 

 
On event day, your presenters should feel confident, informed, and supported. That means: 

• A dedicated liaison for speaker to handle logistics and last-minute needs 

• A well-equipped speaker-ready room with tech support, refreshments, and quiet zones 

• Clear session choreography, including moderator scripts, time cues, and audience interaction prompts 

These details make a big difference in how your presenters perform and how your audience responds. 

Connecting with your speaker's post-event  

 
The event may be over, but your relationship with presenters shouldn’t be. Keep connections open and content flowing by:  

• Sharing session feedback and engagement metrics 

• Repurposing presentations into blogs, videos, or downloadable resources (with permission) 

• Adding event speakers to your database for future opportunities 
  
  

These steps turn presenters into repeat collaborators and brand advocates, saving you time and effort for future events. 
 

Free event presenter management checklist

 
The event presenter management checklist is your go-to tool for managing presenters from application to event-day, and beyond. It’s designed to help you stay organised, reduce stress, and deliver a seamless experience for both speakers and attendees.