Kite Speaker Communication
Effectively communicate with speakers throughout the submission and selection process.
Overview
Clear communication with speakers helps:
- Set expectations
- Keep speakers informed
- Ensure confirmations
- Build relationships
Automatic Notifications
Kite sends automatic emails for key events:
| Event | Notification |
|---|---|
| Submission received | Confirmation email to speaker |
| Status changed to Accepted | Acceptance notification |
| Status changed to Declined | Rejection notification |
| Added as co-speaker | Co-speaker notification |
Customizing Notifications
Edit Email Templates
- Go to Settings > Notifications or Communications > Templates
- Select the template to edit
- Customize the content
- Save changes
Available Variables
Use these placeholders in templates:
| Variable | Output |
|---|---|
%firstname% |
Speaker's first name |
%lastname% |
Speaker's last name |
%email% |
Speaker's email |
%submission_title% |
Talk title |
%event_name% |
Event name |
%event_date% |
Event date |
Example Templates
Acceptance Email:
Subject: Your talk "%submission_title%" has been accepted!
Dear %firstname%,
Congratulations! We are thrilled to inform you that your talk
"%submission_title%" has been accepted for %event_name%.
Please confirm your participation by clicking the link below:
[Confirm Participation]
Important dates:
- Event dates: %event_date%
- Speaker confirmation deadline: [date]
- Slides due: [date]
We look forward to having you speak at our event!
Best regards,
The %event_name% Team
Rejection Email:
Subject: Update on your %event_name% submission
Dear %firstname%,
Thank you for submitting "%submission_title%" to %event_name%.
After careful review, we regret to inform you that we are unable
to include your talk in this year's program. We received many
excellent submissions and had to make difficult choices.
We encourage you to submit again next year and appreciate
your interest in our event.
Best regards,
The %event_name% Team
Sending Manual Communications
Individual Emails
- Open a submission
- Click "Contact Speaker" or "Send Email"
- Compose your message
- Send
Bulk Emails to Speakers
- Go to Communications
- Click "+ New Email"
- Select recipients: "Speakers"
- Filter by status if needed:
- All speakers
- Accepted speakers
- Pending confirmation
- Write your message
- Send or schedule
Communication Timeline
Before CFP Opens
- Announce CFP opening date
- Share submission guidelines
- Promote through channels
During CFP
- Acknowledge submissions promptly
- Answer questions
- Send reminders before deadline
After CFP Closes
| Timing | Communication |
|---|---|
| Immediately | "Thank you, we're reviewing" |
| During review | Status updates (optional) |
| Decisions made | Accept/Decline notifications |
| 1 week after | Confirmation reminder |
| 2 weeks after | Final confirmation deadline |
After Acceptance
- Share speaker resources
- Provide event details
- Request slides/materials
- Send calendar invites
- Share schedule information
Confirmation Process
Speaker Confirmation
After acceptance, speakers must confirm:
- Speaker receives acceptance email
- Clicks confirmation link
- Confirms or declines
- Status updates automatically
Tracking Confirmations
- Go to Submissions
- Filter by "Pending" status
- View who hasn't confirmed
- Send reminders as needed
Handling Non-Responses
If speaker doesn't respond:
- Send reminder email
- Wait 3-5 days
- Send final reminder
- Consider alternate speakers
Requesting Materials
Slides and Presentations
Send request email:
Subject: Speaker materials needed for %event_name%
Dear %firstname%,
We hope you're looking forward to %event_name%!
Please upload your presentation slides by [date]:
[Upload Link]
Accepted formats: PDF, PPTX, KEY
Recommended: 16:9 aspect ratio
Let us know if you have any questions.
Best regards,
The %event_name% Team
Speaker Information
Request updates for:
- Updated bio
- Professional headshot
- Social media handles
- Company/title updates
Communication Best Practices
Tone
- Professional but warm
- Clear and concise
- Appreciative
- Helpful
Timing
- Respond within 24-48 hours
- Send reminders at appropriate intervals
- Respect time zones
Content
- Include all relevant information
- Provide clear next steps
- Include deadlines
- Add contact for questions
Accessibility
- Use clear subject lines
- Avoid jargon
- Provide alternative contact methods
Managing Speaker Questions
Common Questions
| Question | Response |
|---|---|
| Can I change my title? | "Yes, contact us at..." |
| When is my slot? | "Schedule published on..." |
| AV requirements? | "We provide..." |
| Travel assistance? | "Our policy is..." |
FAQ Document
Create a speaker FAQ:
- Compile common questions
- Write clear answers
- Share with all speakers
- Update as needed
Building Relationships
Before the Event
- Welcome speakers personally
- Connect speakers with each other
- Share event community
During the Event
- Provide speaker lounge
- Assist with needs
- Introduce to organizers
After the Event
- Thank speakers
- Share feedback
- Request testimonials
- Invite back next year
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