Events > Conference Management
Use the Search form to narrow the results to find the session to be edited
Click on the number in the "Speakers" column for the row of the session to add or edit the sessions.
Or
Click on the name of the session and then choose "Speakers" in the left menu.
Add a Speaker to a Session
Existing Contact
- Using the Associate Speaker form, enter the first few characters of the speaker’s last name, and click search.
- Drop the Select Speaker box down and select the correct speaker from the list. If the speaker desired is not returned in the list, check the spelling of the last name, or search again using less characters.
- Select the Speaker Type for this speaker from the Speaker Type drop down.
New Contact
If the speaker does not already exist in the system as a contact, then use the Add New Contact form to create a new contact in the system and associate them with this session as a speaker. This form includes items specific to this session as well, such as Speaker Type and , if applicable, Custom Speaker fields.
Fields noted with an asterisk (*) are required.
Prefix (text, 50 characters) - SpeakerPrefix - Ex Mr., Ms, Mrs., Dr.
First Name* - Speaker First Name - Ex. Charles, Patricia
Middle Name - Speaker Middle Name or initial
Last Name* - Speaker Last Name
Suffix- Ex. Jr., Sr., MD, CEM, etc.
Title - Job Title - Ex. Manager, President, Doctor, Author
Company Name - the Speaker's company name
Address 1: - Speaker Address line 1 - Ex 123 Main Street
Address 2: Speaker Address Line 2 - Ex. Suite 100, Apt 4, Room A113
City: * - Speaker Address City
State/Province: * - - Speaker Address State or Province. If the Country is United States or Canada this is a dropdown of states or provinces. For any other country, any text is permitted.
Zip/Postal Code:* - - Speaker Address Zip Code or Postal Code. If the country is United States, Zip Code must consist of 5 or 9 digits. If the country is Canada, Postal Code must consist of alternating letters and numbers. For any other country, 50 character text entry is permitted.
Country: * - a dropdown of known countries
Phone - - Contact Phone Number (Land Line) - if the country is US or Canada, it must be formatted as a valid US or Canadian number.
Fax - Contact Fax Number- if the country is US or Canada, it must be formatted as a valid US or Canadian number.
Email* (100 characters) - Speaker's email address
Profile/Bio (text, 2000 characters) - Speaker Bio, or profile information
Photo URL - an upload field. Allowed file types: .bmp,.gif,.jpeg,.jpg,.png,.tif Allowed file size: 10 MB. Images that are larger than 400px in either dimension will be scaled down, such that their maximum size is 400x400px. Please ensure that the images are rotated correctly; if they appear upright, please rotate them using an external tool and re-upload.
Publish my contact info - permits the address of the Speaker to be displayed on the public site
Speaker Type* - the Speaker Type of this speaker for this session.
Custom Speaker Info- any Custom Speaker Fields, if available
Edit a Speaker’s Information
Update a Speaker’s Type
If a speaker’s type has changed, use Speaker Type drop down in the same row as the speaker’s name to change it to the appropriate type, and then click Update Type next to the drop down to save the change.
Update Speaker Ratings
To record a speaker rating, select the correct number (0-10) in Ratings drop down in the same row as the speaker’s name, repeat for any other applicable speakers, and then click Update Ratings at the bottom of the speaker list. Click Cancel to reset the ratings.
Send a Speaker Confirmation Letter
To send one email to a specific speaker, click on the ‘Print/Email’ icon (
)under Speaker Confirmation, in the same row as the speaker’s name. A new browser window or browser tab will open up, this is dependant on browser type and version, with the following form:
Email: An address can be added to the Bcc Address box if desired. Once the Email(s) button is clicked, the system will send the email and a green success message will be displayed.
Print: It is recommended to select the Work Format radio button when printing. Click the Print button to open the confirmation letter, then print or save the file.
Once the confirmation letter has been emailed/printed, and the green success message is displayed the tab can be closed. The main page will still be open in the original tab.
Speaker confirmation letters are set up in Template Management (template # 41), and can be sent from Reports>Printing & Email Reports in bulk.
Edit Speaker Custom Fields
Clicking ‘Edit Custom info’ in the same row as the speaker’s name will open up the Update Contact form, which will appear below the Associate Speaker form. Update any information as appropriate (note: any field marked with an asterisk ‘*’ is required). Click ‘Update’ at the bottom of the form to save the changes.
Custom Speaker Fields are specific to each session.
Disassociate a Speaker
If a speaker is no longer to be associated with this session, click the ‘Delete’ Icon (
) at the end of the same row as the speaker’s name. When a speaker is deleted from a session there is no effect on other session the contact may be associated with, so this process would need to be repeated for each session that the speaker should no longer be associated with.