The OpenWater Blog

What You Need to Know About Speaker Scheduling

You have speakers. You need to schedule them. But, is what you’re doing really just scheduling them?

Probably not.

Conference managers do more than just stick speakers into time slots. In fact, you’re one of the only individuals at your organization in constant contact with speakers prior to the event itself. That being said, you can’t just stick them in a time slot and expect them to show up and perform. Likewise, you shouldn’t expect them to bend to your every demand.

So, what do you need to know about speaker scheduling beyond just figuring out time slots? In short, a lot.

There’s One Glaring Problem With Speakers…

…and it isn’t that they aren’t able to manage their time. It’s the fact that they’re busy industry experts who are speaking pro-bono (possibly) and they care about the content they present and provide to your attendees as being their latest, greatest work. Thus, while they might seem unresponsive and as if they’re leaving everything to the last minute, they aren’t.

If you feel as if your leading problem with speaker scheduling is the fact that speakers leave everything to the last minute, you may be onto something. However, it’s important to remember that scheduling involves more coordination with speakers than just the final time slot. In fact, most scheduling problems arise well before the final scheduling process and you should be prepared to tackle these problems.

How to Overcome Speaker Scheduling Problems

If you already know speakers are pressed for time, you need to plan accordingly. This means giving speakers deadlines well before you actually need the information so it doesn’t interfere with your schedule. It might also mean that you adapt your strategy so you’re working with your speakers rather than against them.

Most importantly, you need to actually help your speakers. This means not just understanding that they have time constraints but actively trying to find tools to help speakers manage their time.

This is where abstracts software comes in.

How Abstracts Software Helps With Speaker Scheduling

Abstracts software has transformed how conference managers collect and organize speaker information and materials. Most importantly, offering tools – like software – to speakers will help them submit information for biographies, presentations, and disclosure forms on time and in an organized, centralized fashion.

After all, you don’t have time for inefficient processes if you’re managing multiple speakers. And, by doing away with any existing inefficiencies, you can do your part to ensure you aren’t adding to the speaker scheduling problems you may already be experiencing.

Speaker Scheduling Can be a Headache, But it Doesn’t Have to Be

With the right tools and right attitude, speaker scheduling and material collection doesn’t have to be the headache it often is.

Remember, speakers are the reason attendees come to your conference. Give them the tools and time they need and watch your conference come to life!

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