Speaker Management Software for Events
Everything a speaker needs to get stage-ready. In one clear Workspace.
Give every speaker one personalised place for their session details, profile, headshot, presentation, disclosure, arrival information and promotional assets.
XpoBay shows exactly what is complete, what is still outstanding and what happens next — then automatically follows up on selected incomplete work so your team does not have to.
Good morning, Maya
Human leadership in an AI-shaped world
Maya Chen
16 Sep · 10:15 · Innovation Stage
Stop rebuilding speaker profiles from email attachments.
Collect biographies, job titles, organisations, headshots, profile links and any other speaker information through structured forms with the exact requirements your event needs.
Approve the submission once, then reuse the current information across the speaker Workspace, promotional artwork and connected publishing workflows.
- Biography length and formatting requirements
- Headshot dimensions and file specifications
- Job title, organisation and profile links
- Approval and publishing status in one place
Elena Hart
Chief People Officer · Northstar Group
Put the information speakers need where they will actually use it.
Keep the session title, date, time, stage, format, contacts, arrival guidance and presentation requirements together. Speakers do not need to search an agenda PDF or wonder which email contains the latest instructions.
The result is one current place to prepare for the session, with the details that matter presented beside the work required.
Building trust at scale
One place for every speaker deliverable — with reminders built around what is still outstanding.
Collect presentations, disclosures, travel details, dietary information, technical requirements and any other event-specific work through forms and checklist tasks.
Each requirement shows what is needed and when it is due. XpoBay can automatically remind speakers whose selected work remains incomplete, while completed XpoBay tasks drop out of the relevant outstanding audience.
Explore Forms, Files & Checklists →Turn every confirmed speaker into ready-to-share event promotion.
Use approved headshots, names, job titles, session titles, dates, times and locations to create event-approved speaker banners across landscape, story, square, session, email and panel formats.
If a speaker is also exhibiting, selected designs can include stand information such as Stand C45 too. The organiser controls the templates; XpoBay personalises the outputs using information already held against that participant.
Explore Promotional Tools →
Maya ChenStrategyDaniel RossGrowthElena HartPeopleTurn approved speaker information into live event content.
Selected profile information, headshots, social links, session titles, abstracts and other approved fields can be made available through the event’s configured JSON or XML feed.
Once the event website or show app is configured to consume that feed, the same approved information can be reused without the organiser re-keying it into another system.
Explore Integrations →Give every speaker a first place to ask.
The XpoBay AI Assistant can answer practical questions using the speaker’s session, outstanding work and the event information available to them, then direct the speaker to the relevant page, form or file.
Arrival times, presentation formats, stage locations and remaining requirements can be answered in context before the question reaches your organiser team.
Explore the AI Assistant →See who is ready. Let XpoBay follow up with everyone who isn’t.
The Event Dashboard gives organisers a current picture of profiles, presentations and other speaker requirements. XpoBay can automatically remind the speakers with selected work still outstanding, while completed speakers leave the relevant reminder audience.
Your team can focus on genuine exceptions — not rebuilding reminder lists, checking spreadsheets or chasing speakers who have already finished.
Explore Reporting & Visibility →Collect once. Keep speakers moving. Publish and promote automatically.
XpoBay gives every speaker a personalised route through profile collection, session preparation, deadlines, support and promotion while organisers keep one current view of readiness.
Speaker management software FAQ
Clear answers about speaker profiles, presentations, reminders, publishing, promotional assets and personalised Workspaces in XpoBay.
Can speakers upload presentation files?+
Yes. Forms and file-upload fields can collect presentations, disclosures and other materials, with deadlines and outstanding work shown in the speaker checklist.
Can XpoBay generate personalised speaker banners?+
Yes. Approved speaker details such as headshots, names, job titles, session information and event details can be used to generate personalised promotional assets when configured by the organiser.
Can speaker profiles publish to our website or show app?+
Yes. Selected approved speaker information can be made available through a configured JSON or XML event feed for an event website or show app to consume.
Can a speaker also be an exhibitor or sponsor?+
Yes. XpoBay can combine every relevant responsibility in one account and one personalised Workspace while keeping speaker, exhibitor and sponsorship tasks clearly labelled.
Can reminders target only incomplete speaker work?+
Yes. Automated reminders can target speakers whose selected forms or checklist tasks are still incomplete. Completed users leave the relevant outstanding audience.
Can a speaker invite an assistant or colleague?+
Yes. Additional Users can receive their own login and controlled access to the information and tasks they are responsible for without sharing the parent account password.
Can the speaker Workspace use our event branding?+
Yes. The Workspace, forms, emails and promotional assets can use the event identity. White-labelled deployments can also include options such as a custom domain and branded email configuration.
Give speakers clarity. Let XpoBay handle the chasing.
One personalised Workspace for every speaker, with the right session details, outstanding actions, automated follow-up and ready-to-share promotional assets.