Speaker Confirmation

What is Speaker Confirmation?

Speaker Confirmation is our tool that ensures your speakers know where and when their session is scheduled, and lets you know that they know!

At a high level the process is straight forward

  1. Ask your speakers to confirm the time of their session.
  2. The speaker receives an email with a link for them to click to confirm or otherwise.
  3. You can see the status of the confirmations on the agenda planning board. It will gradually turn green as speakers confirm.

How do I get started with Speaker Confirmation?

Speaker Confirmation is an optional feature for your event. To enable it navigate to “Agenda Planning”, “Speakers”, then “Confirmation” and you will see this toggle. Switch it on to enable the feature.

You can experiment with the feature and if you decide it’s not for your event you can disable it again.

Once enabled you will see the options to configure branding. The speaker will see this when they click on the link in the confirmation email. This branding works in the same was as the CFP branding. We recommend an image around 1200 x 300 for the page image.

You can edit the text to say whatever is suitable for your event, perhaps linking to your Code of Conduct or other similar documentation.

The speaker is presented with 3 options. They can confirm the current time, ask for a new time or withdraw entirely. If you wish you can disable these options, you might not want to allow your speakers the option of requesting a new time!

Now configure the templates for the e-mail that will be sent to the speaker when you ask them to confirm. You will be able to tweak this when actually sending the confirmation email if you need to add anything specifically for that session.

When the speaker confirms their time they will be sent a calendar appointment for their diary. You can configure the text in this appointment to suit your event.

You are now ready to start asking your speakers to confirm.

How do I ask speakers to confirm?

You can request confirmation either from the list of sessions or the list of speakers. For example to confirm all speakers for selected sessions use the sessions list like so:

After clicking the menu item you will see a window giving you an opportunity to tweak the wording of the email before you send it.

How do I track the status of the confirmations?

When you enable Speaker Confirmation a new ‘amber’ status will appear on the agenda, this means that the speaker confirmation has either not been sent, or it is awaiting the speaker to respond. For example when you first enable the feature you will see this:

As speakers respond to your email you will see the agenda update. The status will then update to either red or green as speakers confirm. For example:

You can also filter the list of sessions and speakers by clicking on the filter. Use the ‘speakers’ filter on the list of sessions, and the ‘sessions’ filter when looking at the list of speakers. For example:

How do I nudge my speakers to confirm?

To nudge speakers to confirm select them in the list of speakers and choose ‘Nudge Speakers To Confirm’.

You can safely tick the checkbox in the heading to select all speakers, Lineup Ninja will only send a nudge email to speakers who are yet to respond to a request to confirm.

How do I choose which roles require confirmation?

By default all Speaker Roles require confirmation. If you have roles that will not be presenting, for example ‘Co-Authors’ or ‘Mentor’ you can configure the role to not require confirmation.

See the Roles Documentation for more info.