HubSpot Speaker Engagement & Logistics Guide

Automating Speaker Management in HubSpot

Managing dozens of speakers involves constant back-and-forth. This guide helps you move away from messy spreadsheets and into a structured HubSpot environment.

Step 1: The Speaker Property Group

Create a dedicated Property Group called 'Speaker Management' with the following fields:

• Speaker Bio (Multi-line text)
• Speaker Headshot URL (Link)
• Session Title (Single-line text)
• Technical Requirements (Dropdown)
• Agreement Signed (Checkbox)

Step 2: Automated Collection Workflows

Use HubSpot Forms to collect this data. When a form is submitted, use a workflow to:

1. Update the Contact record with the new details.
2. Assign a task to the Event Coordinator to review the headshot.
3. Send a confirmation email to the speaker with their session details.

Step 3: Deadline Reminders

Set a 'Presentation Due Date' property. Create a workflow that triggers 14, 7, and 2 days before that date if the 'Presentation Uploaded' checkbox is still false.