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What are Best Practices and Tools You Can Use to Effectively Manage Your Event Speakers?

You’ve probably been there…scrambling to track down a speaker’s headshot the night before the event, or firing off last-minute emails about slide formats. A great lineup is only as good as the communication behind it. So how do you keep it smooth and stress-free?

You need more than a checklist to keep speaker communication smooth. It’s about staying organized without losing the small moments (like a personal note or thoughtful nudge) that make speakers feel truly welcome.

Key Highlights:

  • Set clear expectations early with centralized deadlines and resources
  • Personalize communication to build stronger speaker engagement
  • Use a single speaker portal to eliminate last-minute scrambling
  • Balance automation with a human touch to stay efficient and authentic
  • Follow up post-event to strengthen long-term speaker relationships
  1. Set Expectations Early

Imagine being a speaker juggling three upcoming events. You’re grateful when one organizer sends you a welcome packet that clearly spells out key dates, formats, and submission deadlines, removing the need to dig through scattered emails.

That’s the kind of experience you want to create. From the start, give speakers a clear roadmap. Tools like eShow’s Conference Management software mean your speakers always know where to find deadlines and forms, so there’s no more inbox searches or missing attachments.

  1. Personalize, Don’t Mass-Produce

Mass-produced or automated emails can still be personalized, and your speakers will appreciate it. Mention their specific topic. Refer to how their session fits into the theme. This helps set a collaborative tone and encourages prompt responses. Plus, personalized communication lowers the chances of misalignment or missed details.

You can use tools to handle reminders automatically, but don’t skip the part where you send a quick note that says ‘Looking forward to your session!’ That’s what makes the connection meaningful.

  1. Keep Everything in One Place

Give speakers a portal or dashboard where they can update session and/or speaker profiles, upload materials, view deadlines, and track what’s outstanding. With eShow’s speaker and session management tools, everything’s ready and easy to find, so you’re not digging through your inbox at midnight for a missing bio.

It’s the difference between last-minute scrambling and feeling ready when the event opens.

  1. Be Mindful of the Speaker’s Experience

Your speakers are investing their time and expertise. The easier you make their journey, the more likely they’ll deliver polished and engaging presentations and want to work with you again.

Consider small but meaningful steps:

  • The speaker checklist provides descriptions, direct links to tasks, deadline dates, and more, with the option to check off each item
  • Offer optional tech checks or AV dry runs, especially for virtual/hybrid sessions
  • Share audience insights (e.g., expected size, industry focus) so they can tailor content

These touchpoints show that you’re thinking beyond logistics and helping set them up for success.

  1. Automate, But Stay Human

Yes, automation is essential in speaker management. But don’t let it drain the personality out of your communication. It’s a fine balance. Automation helps you stay on schedule, but if it starts to sound robotic, you risk losing that personal connection that makes speakers feel valued.

eShow’s Conference Management suite lets you:

  • Send reminders for bios, headshots, or slides
  • Share links to speaker portals
  • Keep an audit trail of what’s been sent, with the ability to resend

We’ve seen firsthand how a single short email can turn a missed deadline into a happy speaker and a great presentation.

  1. Communicate Post-Event

Many organizers drop the ball once the event ends. Don’t be that person.

Take time to:

  • Thank your speakers
  • Share audience feedback or engagement stats
  • Let them know if recordings will be distributed

These small gestures build goodwill and make it more likely they’ll say yes when you invite them next time.

Why Is Managing Speaker Correspondence Important?

Good speaker management isn’t just about staying organized. It’s also about helping someone step on stage feeling prepared and appreciated. And when they do, your audience notices, your sponsors remember, and your event truly connects.

You’re not just managing emails, you’re orchestrating an experience that makes your event (and your brand) stand out.

From First Email to Final Applause – Make It Seamless

When your speakers feel supported, they show up with energy and confidence, and that’s what your audience remembers long after the event. Take time to set clear expectations, personalize where it counts, and use tools like eShow’s to keep everything on track without losing the human touch.Want to make your next speaker lineup the smoothest yet? Take a closer look at how eShow’s Conference Management tool can help you bring clarity and calm to every step.

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Trade Shows: 7 Considerations Before You Commit

Trade shows are one of the most effective ways to showcase products to a group of individuals who are already invested in your industry. If done correctly, they are a powerful sales tool to boost brand awareness, generate new leads, and advance marketing efforts. At eShow, we know that trade shows require time and financial commitments, consider these important factors as you evaluate which trade shows to participate in:

  1. Cost Evaluation

It’s no secret that trade shows involve a significant financial investment. Booth rental fees, promotional materials, travel and accommodation expenses, and staffing costs are all factors to consider. Conducting a cost evaluation is a great way to determine if the potential return on investment justifies the overall expenditure. Additionally, assessing the costs allows businesses to allocate their budget effectively and make informed decisions about participating in specific trade shows that align with their marketing objectives and target audience. 

  1. Target Audience

By identifying and thoroughly researching the target audience, companies can ensure that their exhibition efforts are strategically placed. This knowledge allows businesses to tailor their messaging, booth design, and promotional activities to resonate with potential customers, increasing the chances of capturing their attention and generating leads. Without a clear understanding of the target audience, companies risk wasting valuable resources and missing out on opportunities to connect with their ideal customers. 

  1. Competitive Analysis

A competitive analysis allows businesses to gain an understanding of their market position and identify potential competitors who will also be present at the trade show. By analyzing competitors’ strengths, weaknesses, pricing strategies, and unique selling points, businesses can better position themselves to stand out and gain a competitive edge. Additionally, a thorough analysis enables companies to identify emerging trends, industry challenges, and gaps in the market, leading to the development of innovative products or services that address customer needs more effectively. 

  1. Event Objectives

Event objectives act as a road map, guiding the exhibitor toward achieving specific goals and desired outcomes. They provide a sense of purpose by defining what the company aims to accomplish at the trade show, whether it’s generating leads, increasing brand visibility, launching new products, or fostering customer relationships. Having well-defined event objectives enables exhibitors to plan their booth design, marketing strategies, and staffing needs accordingly, ensuring that all efforts and resources are aligned toward achieving the desired outcomes. 

  1. Logistics Planning

A well-executed logistics plan enables companies to focus on showcasing their products or services, fostering meaningful connections with potential customers, and achieving their marketing and sales objectives at the trade show. It involves meticulous coordination and organization of various aspects, such as transportation, packing, storage, and delivery of exhibit materials. By thoroughly assessing logistics requirements beforehand, exhibitors can ensure a smooth and successful event participation. Effective planning helps avoid last-minute hiccups, such as delayed shipments or mismanaged inventory, which can impact the overall impression and professionalism of the exhibition.

  1. Pre-Show Promotion

By engaging in pre-show promotion, exhibitors can create buzz and awareness about their participation, prompting attendees to add them to their itinerary and visit their booth. This proactive approach ensures that companies do not solely rely on random foot traffic, but actively entice their target audience to seek them out. It significantly increases the chances of capturing leads, generating sales, and establishing strong connections with potential clients. 

  1. Post-Show Follow-Up

Post-show follow-up allows exhibitors to make the most out of their presence and maximize their return on investment. By reaching out to potential leads, partners, and customers after the show, companies can establish and strengthen relationships, leading to potential collaborations and increased sales. Additionally, post-show follow-up allows exhibitors to gather feedback, evaluate the success of their participation, and make improvements for future shows. Without proper follow-up, valuable connections made during the trade show may fade, ultimately resulting in missed opportunities and a waste of resources.

Trade shows offer a unique opportunity to showcase products, connect with potential customers, and advance marketing efforts, but it is essential to approach them strategically to ensure a positive return on investment and long-term success in the industry.
At eShow, we offer a full suite of options for live, virtual, and hybrid events. Our team of experts will help you curate the perfect package for your needs. Contact us today to request a demo and learn more about how we can help take your event planning to a whole new level.

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