The Ultimate Guide to Automated Speaker Onboarding

High-profile speakers have busy schedules. To ensure your event runs smoothly, you need a professional, automated system to collect their bios, photos, and technical requirements without constant back-and-forth emails. This guide shows you how to build that system in GoHighLevel.

1. The Speaker CRM Pipeline

Create a dedicated pipeline in GHL called 'Speaker Management' with the following stages:

• Outreach: Initial contact made.
• Negotiation: Discussing terms and topics.
• Contract Signed: Agreement finalized.
• Assets Pending: Waiting for bio/headshot.
• Assets Received: Content ready for marketing.
• Logistics Confirmed: Travel and hotel booked.

2. Automated Asset Collection

Stop chasing headshots! When a contact moves to 'Assets Pending', trigger an automation that sends an email with a link to a GHL Form. The form should include file upload fields for:

• High-resolution headshot.
• Professional bio (max 200 words).
• Session title and 3 key takeaways.
• Technical requirements (HDMI, Audio, etc.).

3. Marketing Integration

Once the 'Assets Received' stage is reached, use a webhook to notify your marketing team or automatically update a 'Speaker Directory' page on your event website. This ensures your event page is always up-to-date with the latest speaker info.

4. The 'Green Room' Workflow

A week before the event, send an automated logistics summary to the speaker. This should include:

1. Event location and map.
2. Specific arrival time (1 hour before their slot).
3. Contact info for the Stage Manager.
4. Reminder of their session time and room.

Conclusion

By treating your speakers with this level of automated professionalism, you ensure they have a great experience, making them more likely to promote your event to their own audiences and return for future years.