SPEAKER LOGISTICS TRACKER
Know where your speakers stand, without the inbox hunt.
You track every speaker and facilitator in one place, from the day you book them right through to the day they walk on stage.
Every speaker comes with a dozen moving parts. And right now, you’re the one holding all of them.
The bio is sitting in one inbox, and 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're hoping not to lose.
When someone on your team asks where a speaker's travel details are, you're digging through three places to find them. Speaker details were simply never given anywhere to live, so this gives them one.
What’s in it
Every speaker in one list
Company, title, contact, and type for each one, with a built-in checklist covering bios, photos, planning calls, slide decks, flights, and speaker packs.
Travel, all of it
Arrival and departure flights with dates, times, and airports; ground transport and pickup times; and hotels with check-in, check-out, and confirmation numbers.
Session assignments
You assign each speaker to their sessions and see the date, time, and room together, all pulled from details you entered once.
Rehearsals and tech checks
You schedule and manage each one with the date, time, session, speaker, location, and any notes you need to remember.
Bios and headshots
Each speaker's final bio and photo live here, with toggles so you can see at a glance who has sent theirs and who still owes you.
A speaker profile you can print
Choose a name, and everything about that person comes together on one page, formatted and ready to send to whoever needs it.
This works alongside the Event Logistics Master Sheet, which handles the rest of your event day.
Checking where a speaker stands becomes a glance at one page rather than a search through three inboxes.
How it works
i.
Set up your sessions
You enter your session details once, and they flow into every speaker assignment from there.
ii.
Add each speaker
Contact, travel, bio, headshot, rehearsal. The checklist shows you what's still outstanding without you having to work it out.
iii.
Pull their profile
Pick a name and their whole picture comes together on one page, ready to print or send on.
A NOTE FROM ME
Built from years of chasing speaker details
I've spent more than nineteen years across hospitality and events, from intimate retreats through to conferences with more than a thousand attendees. For every one of them, managing speakers meant keeping track of a dozen details per person and making sure not one of them slipped.
This tracker came out of that. It's the setup I'd want for managing speakers at any event, and now it's yours to use for yours.
Speaker logistics tracker
Every speaker detail in one place, from booking through to the stage.
~ Every speaker tracked, with a built-in checklist
~ Flights, ground transport, and hotel details captured
~ Session assignments pulled from what you entered once
~ Rehearsals and tech checks, scheduled and tracked
~ Bios and headshots with received toggles
~ A print-ready profile for any speaker, on demand
$97
Everything arrives by email right after you buy, ready to open.
Good to know
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You pick a speaker from the dropdown and everything about them gathers onto one page. Their contact details, sessions, rehearsals, travel, dietary needs, and bio, formatted and ready to share.
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Even with three or four, you'll still be chasing bios and flight details across your inbox. This is lighter than that, whatever the number.
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Only a Google account. Both versions open straight into Google Sheets.
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Everything arrives by email right after you buy, ready to open.
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Yes. Start a fresh version of the blank sheet each time.
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It's a template. It's a working sheet that's ready to use rather than something you have to learn first.
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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.
Stop chasing speaker details across your inbox.
Bring every speaker into one place, and always know exactly where each one stands.