As event organizers, we understand that managing event speakers can be challenging. From their bios and headshots to presentations and schedules, keeping everything organized can be overwhelming.
Enter the magic of speaker management software – a real win-win solution for event planners worldwide. Let's explore what this software does, its benefits, and how it fits into an overarching event management platform.
What is Speaker Management Software?
Speaker management software is a specific type of event management software designed to streamline the process of managing event speakers. It simplifies workflows and automates tasks to free you from manual spreadsheets and countless emails.
Speaker Management Software Features
Speaker management software typically encompasses the following solutions:
Speaker Profiles: Manage bios, headshots, and contact information in one place.
Session Assignments: Allocate speakers to different sessions effortlessly.
Material Uploads: Allow speakers to upload presentations and handouts.
Real-time Notifications: Keep your speakers informed with automated reminders and updates.
Event Content Management: Organize speaker-related event content like agenda tracks and sessions.
Mobile App Functionality: Access speaker data anytime, anywhere.
Benefits of Using Speaker Management Software
Implementing speaker management software is not just about decluttering your desk; it's about transforming your event planning process. The benefits are numerous:
Efficiency: Automation and streamlined workflows save time and reduce errors.
Improved Communication: Real-time updates and notifications ensure everyone is on the same page.
Enhanced Attendee Experience: Accurate and updated speaker data improves attendee engagement.
Scalability: Whether it's a webinar, a trade show, or a large in-person event, the software scales according to your needs.
Evaluation Criteria for Speaker Management Software
Here are some critical evaluation criteria:
Functionality: Does it offer all the features you need?
Usability: Is the software user-friendly?
Scalability: Can it handle events of different sizes?
Integration: Does it integrate well with your existing systems?
Support: Does the vendor provide prompt and reliable support?
Price: Does it offer good value for the price?
Standalone Speaker Management Software
For those interested in standalone options, here are a few to consider:
SessionBoard - SessionBoard is a speaker & content management platform that simplifies workflows and communications that exist around speaker and content management. From call for papers, abstract evaluation, awards, applications, agenda building, speaker onboarding & communication, and robust content management, SessionBoard helps event organizers work smarter, move faster, and improve their ROI.
OpenWater - OpenWater is an abstract management softwareutilized by associations and societies worldwide to collect and manage abstracts or proposals for events. The platform simplifies the process of assigning and reviewing submissions, enabling you to effectively organize and publish sessions. OpenWater also provides a centralized solution for speaker management.
Lineup Ninja - LineUp Ninja is a speaker management platform for conferences and exhibitions. It goes beyond abstract management tools, offering a project management solution for event content managers. With LineUp Ninja, you can automate tasks, streamline speaker and content acquisition processes, and improve event content management efficiency.
All-In-One Event Platforms with Speaker Management
While these are great tools, purchasing speaker management as part of a comprehensive event management platform offers more seamless connectivity, avoiding potential data discrepancies and compatibility issues.
Based on our established criteria, the top three all-in-one platforms are:
Accelevents is the only enterprise-grade event management software that is effortless to set up, customize, and manage. Suitable for onsite, virtual, and hybrid events of any size, it provides comprehensive event management solutions that combine speaker management with features like registration and ticketing, check-in and badge printing, exhibitor management, and attendee engagement. Moreover, it offers mobile event apps for both staff and participants.
Cvent offers a robust event management software solution that caters to an array of needs, from event registration and ticketing to marketing and venue sourcing. Cvent’s event technology is somewhat complex to set up and customize, but on the plus side, you’ll be able to handle onsite, hybrid, and virtual events in one place.
Is an event software solution that offers comprehensive event management tools, from attendee engagement tools to data analytics and reporting. Once you overcome the somewhat steep learning curve, this event software platform will be able to handle events of all sizes and types.
How To Prepare Interview Questions for Vendors
Before committing to a solution, ensure you ask your vendors the right questions:
Speaker Information Management: How does your software handle the collection, organization, and display of speaker information like bios, photos, and session details? Can this information be easily updated?
Communication Features: What communication tools does your software offer for interacting with speakers? Can it automate certain communications like reminders or schedule updates?
Session Management: How does your software handle the assignment of speakers to specific sessions or events? Can speakers upload their presentation materials directly into the platform?
Integration: Can your software integrate seamlessly with our event website and mobile app? How is the information sync handled in real time?
Real-Time Updates: How does the software handle real-time updates and changes? Can changes to schedules or speaker information be made quickly and easily?
Scalability: How well can your software scale with our event as it grows in size and complexity?
Support: What support do you provide speakers during the setup, execution, and post-event stages?
Training & Onboarding: What resources do you provide for training and onboarding event staff? Will our team receive guidance on maximizing the use of your speaker management tools?
Testing Speaker Management Software
Testing is an indispensable part of the process when evaluating speaker management software. Proper testing ensures that the software will meet your needs and expectations. Here are some ways to thoroughly test your speaker management software:
Demo Testing and Free Trials
Most speaker management software vendors offer free demos, which allow you to explore the software firsthand. Some providers offer a trial period, an invaluable opportunity to test the software more thoroughly.
During Accelevents' free trial for example, you can navigate through different features and functionalities of the platform, such as speaker onboarding, session assignment, and communication features. Try performing tasks like uploading bios, adjusting schedules, and sending notifications. This will also give you a feel for the software's usability and intuitiveness.
A powerful way to test speaker management software is through scenario testing. Create several hypothetical situations that your event might encounter. For example, a speaker might suddenly drop out, a session might need to be rescheduled, or a new speaker might need to be added last minute. By testing these scenarios, you can see how the software copes with changes and unexpected circumstances, giving you a clear idea of its flexibility and adaptability.
Integration testing is essential if your speaker management software will interact with other systems like event websites or mobile apps. Test the integration thoroughly to ensure the software communicates effectively with other systems. This process can include verifying that changes in the speaker management system reflect correctly on the event website or app.
Discover Accelevents' Speaker Management Solution
As a renowned event management platform, Accelevents simplifies speaker management through an intuitive, easy-to-use interface. From automated email invitations to interactive speaker profiles, we streamline speaker management.
But the standout feature is our unique Speaker Onboarding module. This feature allows speakers to update their profiles, add social media links, test their cameras and microphone, and get a feel for the platform before the event starts. In just a few clicks, they can become comfortable with the interface and be ready to deliver an unforgettable presentation.
Ready To Explore A Powerful Speaker Management Solution?
Selecting the right speaker management solution can be a game-changer for your events. By keeping our guide in mind, you can transform your event planning process, boosting efficiency and creating engaging events that resonate with your audience. So, why wait? Book a demo with Accelevents today to learn more about how speaker management tools can elevate your next event.