Whova Speaker Management and Communication

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For many events, speakers play a key role in attracting attendees, and making your event successful. But as an event organizer, collecting speaker information such as their photos, bios, and presentation abstracts, despite sounding trivial, can be quite challenging. When both you and your potential speakers are busy, it becomes time consuming and inefficient to coordinate via emails, especially when you need to manage dozens of speakers for your event. Speakers often need to update their information multiple times, and through the back and forth of messages, you’ll need to make sure you don’t miss anything. Even after you get the information, you still need to spend time and effort manually re-entering that information in multiple places, such as your event website, or an event app platform. In addition to that, you also need to communicate with speakers on event logistics, copyright release forms, dietary preferences, special accommodations, and more. As these speakers often come from different organizations, you probably don’t have a mailing list handy to easily communicate with them.
Whova’s Speaker Center solves the headache of collecting speaker information, and provides a dedicated channel for communicating with your speakers before, during and after your event, all from a single platform! We have a form for speakers to fill out their own information, which will directly integrate into your event app and your speaker webpage, as well as automatically sync any updates made by speakers or by you. Our dedicated messaging portal makes it easy to reach a subset or all speakers, and keep track of your emails.
The Speaker Form can save you days of manual effort by allowing speakers to directly fill out their own information, including session descriptions and handouts, profile photos, bios, and more. It’s better than a Google form, because the information collected from the form… automatically flows into the Whova event app and your speaker webpage. Of course, as the organizer, you’ll still have the power to edit any speaker information. In addition to speaker profile and session information, you can also add customized fields to the form to collect logistical information for your event planning, such as the speakers’ food preferences, media consent, or accessibility needs. With all of your speakers in the Whova platform, you can send each one their personal form link with just the click of a button. Around 40% of events have saved time using Whova’s Speaker Form to streamline information collecting from their speakers.
With all of your speaker information in one place, Whova makes it easy to add your speaker line-up to your own event website, helping to attract attendees to your event. We provide an automatically generated speaker webpage, with professionally-designed templates to choose from… that you can customize further. It’s easy to add to your own event website in less than 3 minutes by copying and pasting the code that we provide.
Aside from collecting information, you’ll still need an efficient way to communicate with your speakers about various logistics. Whova makes it easy for you to manage communication in one place with our messaging portal. Send messages to exactly who you need, whether you’re reminding an individual speaker to complete a copyright form, or notifying a group of speakers about parking instructions for a particular day, or reminding all speakers the date and time of the speaker’s dinner. Stay on top of communication by tracking your emails in one organized place, where you can view your scheduled, drafted, and sent emails.
Aside from drafting your own messages or reusing your past messages, you can save even more time with our customizable templates, which cover asking speakers to complete media release forms, sending instructions for parking or check-in, and more. The messaging portal is open for you to use before, during, and after events, so you have the flexibility to reach your speakers at any time.
Whova’s Speaker Center takes the stress out of collecting information from… and managing communication with speakers. You won’t need to create and maintain a separate mailing list, or worry about missed emails. Save hours of time and effort, and make sure you’re on top of planning a great event.