The Speaker & Talent Coordination Template

Managing Professional Speakers and Talent

One of the most complex parts of event planning is managing the people on stage. Between travel logistics, technical riders, and content deadlines, things can quickly fall through the cracks. This template is designed to keep you organized and ensure your speakers feel supported and professional.

Speaker Information Tracker

Create a central database with the following columns to track your talent progress:

Field	Purpose	Status
Bio & Headshot	Marketing and Website	Pending/Received
Technical Rider	AV/Stage Requirements	Reviewed
Travel/Lodging	Flights and Hotel Confirmation	Booked
Presentation Draft	Review for Content/Time	Finalized

Milestone Deadlines

Technical Rider Checklist

Don't assume your AV team has everything. Use this checklist for every speaker:

• Microphone preference: Lapel, Handheld, or Headset?
• Screen aspect ratio: 16:9 or 4:3?
• Audio output: Do their slides have video/audio?
• Connection: HDMI, USB-C, or running off the house laptop?
• Stage furniture: Lectern, stool, or empty floor space?

Integrating with Your CRM

By using Tixified’s platform, you can create custom tags in your CRM (GoHighLevel, HubSpot, etc.) to automatically trigger "Speaker Onboarding" sequences. This ensures they receive their check-in details and travel reminders without manual effort from your team. Plus, with Tixified's flat $49/mo (0% fees) pricing, you don't have to worry about your software costs scaling as your speaker list grows.