Event planners and association executives juggle many priorities, from keeping attendees engaged to satisfying exhibitors. But at the heart of every great event is compelling content—and that starts with the speakers. High-quality speakers are drawn to well-organized, reputable events, and their presence can be the key to driving registrations.
Cadmium simplifies speaker management, allowing you to focus on other critical aspects of your event, including today’s complex hybrid logistics. At a recent industry gathering, our team shared insights into the “speaker life cycle,” showcasing how Cadmium’s technology streamlines the process from start to finish. With Eventscribe’s Speaker & Presentation Management solution and integrated communication tools, managing speakers has never been easier.
Read on to discover four simple steps to optimize speaker data, presentations, and communication for a seamless event experience.
Step 1: Abstract Management
Eventscribe makes the submission and review process effortless. Potential speakers can easily create an account, submit their abstracts, and track their progress—all from their laptop or mobile device. The intuitive, task-based system allows applicants to save their work and return at their convenience, ensuring a smooth experience.
Event planners can customize submission requirements in Scorecard, such as “submit bio” or “upload co-presenter’s photo.” Applications can only be submitted once all tasks are completed, eliminating the need to chase down missing details.
Once submitted, reviewers can evaluate applications using a customized scoring rubric, flagging issues, adding notes, and marking favorites. A designated chair role provides oversight, ensuring reviewers stay on task and workloads remain balanced. Chairs can also finalize consensus decisions, keeping the process efficient and organized. Eventscribe’s reporting tools keep everyone in the loop. Event planners can track reviews in real time, reassign submissions as needed, and maintain momentum—all from their laptop or mobile device.
One of the most powerful features is the ability to build sessions based on accepted submissions. If a common theme emerges, event planners can group sessions into cohesive time blocks with a unified title, description, and presenter list—helping create a dynamic, well-structured program from the start.
Step 2: Speaker Data Management
Once a session is accepted, its details automatically migrate to Eventscribe’s Speaker Management Portal—a centralized hub for all presentation information and communication leading up to the event. Speakers can manage their session details, complete required tasks, and ensure their presentation is polished and ready to go, while event planners gain valuable oversight without the heavy lifting.
Speakers can easily submit supporting documents such as disclosures, bios, photos, and presentation materials. They can also handle AV and travel requests, download marketing materials to promote their session, and agree to terms like media consent. Eventscribe even allows speakers to upload slides, record presentations, and provide closed captions for video files—all within the platform.
For event planners, Eventscribe offers full control over the speaker management process. You can track which speakers still have outstanding tasks, send targeted communications, and ensure data accuracy across all submissions. Since this information directly populates the event program, consistency is key. You also have the flexibility to control when speaker materials, such as handouts and videos, become available to participants and the public.
Simplified Compliance and Disclosure Management
With the Accreditation Council for Continuing Medical Education (ACCME) tightening its disclosure requirements in 2020, Eventscribe now includes a powerful tool to streamline compliance. You can create a custom mitigation strategy with standardized terminology and assign disclosure tasks to speakers—whether you prefer a hands-on approach or let them self-report. This ensures that all disclosures are accurate, transparent, and fully aligned with regulatory guidelines.
Extend Your Event’s Impact with On-Demand Learning
For those who missed the live event or specific sessions, Cadmium’s learning management system (LMS) solutions provide seamless on-demand access. By leveraging data from Eventscribe—including recorded presentations—you can extend the reach of your event, engage a wider audience, and create new revenue opportunities.
Step 3: On-Site Speaker Preparation
After all the preparation, the last thing you want is a speaker arriving onsite with a thumb drive—only to face upload issues. With Eventscribe’s Speaker Management Portal, last-minute changes and tech hiccups are no longer a concern.
Eventscribe enables instant updates to presentations, room details, and event technology, ensuring everything runs smoothly. Speakers and event planners can collaborate with Cadmium’s team for final presentation reviews or last-minute technical assistance. Plus, all presentations running through the platform are professionally branded, incorporating your event’s graphics and colors for a polished, cohesive experience.
With Eventscribe, your speakers can focus on delivering a great session—without the stress of technical roadblocks
Step 4: Communications
Keeping speakers informed and on track is effortless with Eventscribe’s built-in email tools. Using mail merge fields, you can send targeted messages that pull directly from collected data—ensuring every communication is relevant and personalized.
For example, you can schedule weekly emails to poster session applicants with tailored guidance, while plenary speakers receive a different set of instructions. Need to reach last-minute submitters? Send them a direct hyperlink to their application for quick and easy completion. The email tracking feature provides real-time insights, capturing opens, click-throughs, and bounce-backs. If a speaker claims they never received an email, you can instantly verify and resend it—no more lost messages or miscommunications.
Beyond speaker emails, Eventscribe seamlessly integrates with attendee-facing products, keeping your event schedule, speaker bios, and key details up to date across your event’s mobile app and website. With real-time updates and smooth communication, both speakers and attendees stay informed every step of the way.
Learn more about Eventscribe's speaker management solution here.
