Speaker emails

Sessions emails your speakers for what you need from them, follows up before the due date, and shows you who is ready. You approve the plan once; after that the emails send by themselves.

What speakers are asked for

On Speakers, open The plan under Speaker emails and choose what to ask for:

Confirm you’re speaking: one click to say they will be there.
Title, company and bio: shown next to their name on the agenda and the speaker wall.
Headshot: a photo for the speaker wall.
Session description: what attendees read on the agenda.
Slides: uploaded to their session.

Set the Due date. If you leave it empty, tasks are due 14 days before the event. You can also write the opening lines of the invite and of the reminders; each email always lists the speaker’s open tasks, the due date, and that they can reply with their details.

Approve the plan

Select Approve the plan. If no card is on file yet, Sessions asks for one first: see Card before you send. From then on:

When you accept a session, its speakers get an invite.
A reminder goes 7 days before the due date and a last one 2 days before, to speakers who still have tasks open.
Emails send between 09:00 and 18:00 in the event’s time zone, and at most one email per speaker a day.
Speakers who unsubscribed, whose address bounced, or who have no email address are skipped.

Emails that were already waiting when you approve go through the same checks. Every email sent is in History.

Pause

Select Pause to stop sending at once, including emails already on their way. Select Resume to carry on; anything that was waiting is checked again straight away.

What speakers see

Each task in the email is a link to a page for that one task, with no login. The page shows the speaker’s sessions and what is already filled in, and links to their other tasks. Links work for 45 days and only ever reach that speaker’s own details for your event.

The page also has a Just for this event section, where a speaker can give a different photo or bio for your event only. It shows on your agenda, speaker wall and exports for that event, and their own photo and bio stay unchanged everywhere else.

Speakers can also reply to the email. Sessions reads the reply and saves what it clearly answers: a confirmation, their title, company and bio, a session description, or an attached headshot or slides. It then emails them what it saved and links for what is left. If a reply is unclear, nothing is changed and they get the links instead.

See who is ready

The Speakers table shows, for each speaker, how many tasks are done and which are open, how many emails they have had and whether they opened them, and what comes next. Speakers ready, Tasks done, Emails sent and Late sum it up for the event.

Changes speakers make, from a task page or a reply, are in History on the speaker.