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GHL Automated Speaker & Sponsor Asset Collection Checklist

The ultimate guide to building a hands-off system in GHL for collecting headshots, bios, and marketing materials.

Automated Speaker & Sponsor Management Checklist

Managing speakers and sponsors is often the most manual part of event planning. This checklist will show you how to build a "self-service" portal using GoHighLevel and Tixified to collect assets on autopilot.

Phase 1: GHL Sub-Account Prep

  • Create Custom Fields for: Bio (Long Text), Social Links (URL), and Speaker Photo (File Upload).
  • Build a GHL Form titled "Speaker Asset Collection" with these fields.
  • Design a landing page in GHL for the Speaker Portal.

Phase 2: Automated Collection Workflow

  • Trigger: Tag Added (Tag: Speaker_Confirmed).
  • Action: Send Email with a unique link to the Speaker Portal.
  • Wait Step: 3 Days if custom field "Bio" is empty.
  • Action: Automated SMS reminder: "Hey {{ contact.first_name }}, we still need your bio for the event site!"

Phase 3: Quality Control & Deployment

  • Create an internal notification to the Event Manager when a form is submitted.
  • Use GHL "Notes" to log approvals or required edits for the assets.
  • Set up a trigger to move the Speaker into the "Marketing Ready" stage of your GHL Pipeline.
Pro Tip: Sync your Speaker/Sponsor list from Tixified directly into GHL to kick off this sequence the moment they are officially onboarded.

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