Speaker Assignment

Assign speakers to schedule slots and manage presenter information.

Overview

Speaker assignment connects:

• Accepted submissions to time slots
• Speakers to their sessions
• Profile information to the schedule

Assignment Methods

Method 1: Link Submission

Best for CFP-based events:

1. Create a time slot
2. Click "Link Submission"
3. Select the accepted submission
4. Speakers auto-assigned

Benefits:

• Automatic speaker assignment
• Synced title/description
• Profile information linked

Method 2: Direct Assignment

For non-CFP speakers:

1. Create a time slot
2. Enter title and description
3. Click "+ Add Speaker"
4. Search for the person
5. Select and save

Method 3: Invite New Speaker

For speakers not in the system:

1. Create a time slot
2. Click "+ Add Speaker"
3. Click "Invite New"
4. Enter email address
5. Send invitation

Managing Assigned Speakers

View Speaker Details

1. Open the time slot
2. See assigned speakers
3. Click speaker name for profile

Speaker Information Displayed

Reorder Speakers

For sessions with multiple speakers:

1. Open time slot
2. Find speakers list
3. Drag to reorder
4. Save

Primary speaker appears first.

Remove Speaker

1. Open time slot
2. Find the speaker
3. Click remove/trash icon
4. Save

Multiple Speakers

Panel Discussions

Add all panelists:

1. Create time slot
2. Add each panelist as speaker
3. Order as desired (moderator first)
4. Save

Co-Presented Sessions

1. Link submission (has co-speakers)
2. Or add speakers manually
3. All speakers appear in schedule

Speaker Conflicts

Detecting Conflicts

Kite warns when:

• Speaker double-booked
• Insufficient time between sessions
• Travel time issues

Conflict Warning

Resolving Conflicts

Options:

1. Move one session to different time
2. Swap rooms for proximity
3. Extend gap between sessions
4. Replace speaker

Speaker Notifications

Automatic Notifications

Speakers receive emails when:

• Assigned to a session
• Session time changes
• Session room changes
• Session canceled

Manual Notifications

Send custom messages:

1. Open time slot
2. Click "Notify Speakers"
3. Compose message
4. Send

Speaker Schedule View

Speaker Dashboard

Speakers can see:

• Their assigned sessions
• Session times and rooms
• Session details

Calendar Export

Speakers can:

• Export their schedule to iCal
• Sync with Google Calendar
• Sync with Outlook

Best Practices

Speaker Comfort

• Allow adequate breaks between sessions
• Consider prep time needed
• Avoid back-to-back sessions if possible

Communication

• Confirm assignments with speakers
• Share room locations
• Provide AV/tech information

Backup Plans

• Identify backup speakers
• Have moderators ready
• Plan for cancellations

Speaker Checklist

Before the event:

• [ ] All sessions have assigned speakers
• [ ] Speaker profiles complete
• [ ] Contact information verified
• [ ] Schedule shared with speakers
• [ ] Conflicts resolved
• [ ] AV requirements collected

Previous: Sessions & Time Slots Next: Calendar Integration