THE SPEAKER LOGISTICS TRACKER
Know where your speakers stand, without the inbox hunt
Track every speaker and facilitator in one place, from the day you book them through the day they present, and see exactly what’s done and what’s still outstanding at a glance.
Every speaker comes with a dozen moving parts. And right now, you’re the one holding all of them.
The bio is in one inbox. The headshot is in another. Flight details are buried in a thread from three weeks ago. Rehearsal times live in your head, and someone’s dietary restriction is on a sticky note you hope you don’t lose.
When a team member asks for a speaker’s travel info, you’re digging through three places to find it. And you’re never quite sure who still owes you a bio, who needs a hotel, or what’s left to chase before the event.
None of this means you’re disorganized. Speaker details were just never given one place to live.
One organized home for every speaker
Set up your session details once. Then track each speaker across logistics, sessions, travel, bios, and rehearsals, all in one place you can trust.
A built-in checklist shows you what’s still outstanding at a glance, so you always know who owes a bio, who needs a hotel, and what’s left before the day arrives.
No more piecing together where someone stands from a trail of old emails. You open one place, and you know.
Everything you need to manage your speakers
A complete setup, built from 15+ years of real backstage experience.
Speaker logistics tracker
A master list of every speaker with company, title, contact, and type, plus a built-in checklist for bios, photos, planning calls, slide decks, flights, ground transport, hotels, and speaker packs. Dietary needs and onsite contacts live here too.
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Travel details
Full travel tracking per speaker: arrival and departure flights with dates, times, and airports; ground transport and pickup times; and hotel details with check-in, check-out, and confirmation numbers.
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Rehearsals
Schedule and manage tech checks and rehearsals with dates, times, sessions, speakers, locations, and notes.
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Session assignments
Assign each speaker to their sessions and see the date, time, and room in one place, pulled from the details you enter once.
Bios & photos
A home for each speaker’s final bio and headshot, with received-status toggles, so the polished version lives in one place, ready to use.
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A demo to learn from
A separate copy filled in with a real example, so you can see how everything fits together before you start.
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A BUILT-IN BONUS
And when you need the full picture, it builds itself
Once everything’s tracked, there’s a nice payoff. Choose a speaker from the dropdown, and the tracker pulls everything about that person into one profile: contact info, sessions, rehearsals, full travel, dietary needs, and bio, all on a single page.
There’s a clean, print-ready version too, formatted and ready to share, with a spot to drop in the speaker’s photo. So when someone needs a speaker brief, you pick a name, and it’s done.
A note from arielle
I’ve spent 15+ years backstage at events, from intimate retreats to conferences with over a thousand attendees. For all of them, managing speakers meant keeping track of a dozen details for every single person and making sure not one of them slipped.
This tracker is built from that real experience. It’s the setup I’d want for managing speakers at any event, and now it’s yours to use for yours.
Stop chasing speaker details across your inbox
Bring every speaker into one organized place, and always know exactly where each one stands.
$97
Digital product. Delivered straight to your inbox after checkout.
Good to know
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It's a template that's already set up to manage your speakers for you. There's nothing to sit through. You make a copy and fill in your own details.
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You fill in your speaker details across the tabs once. Then you pick a speaker from a dropdown and the sheet pulls everything about them, sessions, travel, rehearsals, bio, and more, into one profile on its own. There's a print-ready version too.
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It’s built for Google Sheets, so you can make your own copy and get going with a free Google account.
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Even a few speakers means a few dozen details to track, and the ones that slip are the ones that cause day-of scrambles. This keeps all of it in one place and shows you what's still outstanding, then hands you a finished profile for each person.
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Yes. Just make a fresh copy for each event you host.
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Since it's a digital product delivered right away, all sales are final. If you have any questions before you buy, reach out anytime. I'm glad to talk it through with you.