“IN” and “OUT” in Managing Speakers in 2025

We made it through the long haul of January and February, and now that March is here, it's the perfect time to refocus on your event goals for 2025—especially when it comes to the critical task of managing speakers and event content.

While event design has many moving parts, we’re honing in on what we do best: simplifying and streamlining speaker and content management.

This list comes from conversations with 100+ event managers over the past few months—some are already optimizing their processes, while others are just getting started. I’ve also drawn from my experience as Marketing Director at IAAPA, where I spent countless hours navigating the "OUTS" (hello, spreadsheet overload) instead of maximizing the "INS."

The "IN" is what you want more of for your 2025 programs. The "OUT" is what you need to leave behind. Let’s dive in:

IN ✅

• ✅ Impactful Call for Presentations – Kick things off right with a compelling Call for Presentations (Papers, Speakers, Abstracts.. whatever you call it!) that fuels your event's agenda with fresh, relevant topics that truly resonate with your audience.

Need some inspo? We have you covered with our newly released Strategic Guide for Call for Papers.

• ✅ Automated Speaker Workflows – No more chasing speakers for bios and headshots; auto-reminders do the work for you.

• ✅ One-Stop Speaker Portals – A single hub where speakers can manage their profile, upload materials, and track deadlines.

• ✅ Embedded Speaker Data for Websites & Apps – Sync speaker info directly with your event site via Sessionboard’s embed codes.

• ✅ Seamless API Integrations – Connect with Cvent, Swoogo, Bizzabo, Accelevents, and more—no manual data entry required.

• ✅ Clearer Session Ownership – Define co-presenters, panelists, and moderators seamlessly without last-minute confusion.

• ✅ Diversity & Inclusion Tracking – Set and measure DEI goals for speaker lineups with automated reporting.

• ✅ Speaker CRM – Centralize your speaker network in one location, making it easier to track past participants, preferred speakers, and new talent without starting from scratch each time.

OUT ❌

• ❌ Stale Speaker Lineups & Dated Topics – Using the same speakers, recycled topics, and irrelevant sessions won't drive fresh engagement or attract first-time attendees. If it doesn’t align with what your audience needs now, it’s time for a refresh.

• ❌ Endless Email Chains – No more back-and-forth emails with missing attachments and deadline confusion.

• ❌ Manually Building Speaker Websites – Use embed codes to sync data instantly instead of updating pages by hand.

• ❌ Last-Minute Bio & Headshot Scramble – Speakers get automated reminders; no more frantic requests the week before the event.

• ❌ Spreadsheet Overload – Say goodbye to clunky Excel tracking and embrace real-time, centralized speaker data.

• ❌ Session Scheduling Nightmares – No more double-booked speakers or rooms—get conflict detection as you build your event’s agenda.

• ❌ Generic Speaker Reports – Move beyond simple name lists and track speaker impact, attendance, and engagement metrics.

• ❌ Surprise AV Requests – Centralized speaker portals ensure AV and session needs are collected upfront.

• ❌ Manual Follow-Ups for Speaker Materials – Let automation handle the nudging so you don’t have to.

• ❌ Unclear Session Roles – No more confusion over who’s the panelist, moderator, or co-presenter.

• ❌  Reinventing the Wheel for Speaker Sourcing – Stop scrambling for new speakers every year—build and maintain a speaker CRM to keep a curated, easily accessible network of experts.

Managing speakers in 2025 is all about efficiency, automation, and engagement. If you're still doing things the old way, we’d love to chat: Schedule a Demo.