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HubSpot Event Speaker & Session CRM Template

Organize speaker deliverables, session timings, and session-specific lead capture directly within your HubSpot CRM using this structured template.

HubSpot Event Speaker & Session Management Template

Managing dozens of speakers and sessions can lead to data chaos. This template helps you structure HubSpot Custom Properties or Custom Objects to track every detail of your event content.

1. Recommended Contact Properties (for Speakers)

Create these custom properties in HubSpot to turn speaker management into a CRM-driven process:

  • Speaker Bio (Multi-line text): For website and app display.
  • Speaker Headshot URL (URL): Direct link to hosted image file.
  • Session Title (Text): The name of their primary presentation.
  • Deliverable Status (Dropdown): Options: To be Contacted, Confirmed, Assets Received, Completed.
  • Social Handles (Text): For marketing tag collaboration.

2. Session Tracking Table

If you use HubSpot Enterprise, we recommend a 'Sessions' Custom Object. For Pro users, use a Deal-based approach or specific tagging:

Pro Tip: Use Tixified's integration to automatically tag contacts with the specific session name they checked into. This allows for hyper-targeted post-session follow-up.

3. Email Template for Asset Collection

Use this template within the HubSpot Sales Hub to automate asset requests:

Subject: Action Required: Speaker Assets for {{ event_name }}

Hi {{ contact.firstname }},

We are thrilled to have you! To finalize the schedule, please upload your headshot and bio here: [Link].

Please complete this by {{ date_property }}.

Manage speakers, sessions, and tickets all in one place.

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