Conference Speaker & Agenda Manager: Conference Agenda and Speaker Tracker Spreadsheet

Full description

For conference organisers, event agencies, associations and venue event teams who manage a programme with many speakers and rooms. You log each speaker and each session once. The workbook flags room and speaker clashes, draws the agenda grid by room and time, shows which bios, photos and slides are late, counts AV equipment per room for your supplier and tracks honoraria, travel and hotel costs against the budget.

Save with a bundle: this template is also in the Events & Weddings Bundle, 10 templates for $29 instead of $67. All 141 templates are in the All-Access Hospitality Template Library for $79.

What is inside

• Conference_Speaker_Agenda_Manager.xlsx: 9 tabs, 2,840 formulas, 2 native charts, 21 drop-down or number rules. No macros.
• Settings: conference name, day 1 date, number of days (1 to 3), status date (=TODAY() by default), hotel rate, meals allowance, speaker budget, grid start and slot length, 5 rooms, 6 drop-down lists and a 10-task speaker checklist with due dates.
• Speakers: room for 80 speakers (38 sample rows) with organisation, topic, status, dates bio, photo and slides arrived, travel, arrival, departure, room nights and a late-materials flag.
• Sessions: room for 120 sessions (56 sample sessions over 2 days and 5 rooms) with up to 3 speakers each, automatic end times, a room clash check and a speaker clash check.
• Agenda_Grid: printable grid of 44 time slots of 15 minutes by 5 rooms for the day you choose.
• AV: 9 AV items per session (microphones, screens, confidence monitor, clicker, playback, recording, streaming) and a summary by room.
• Speaker_Tasks: 10 tasks for every speaker with due dates, status drop-downs, done % and an overdue count.
• Costs: honorarium, travel, hotel, meals and other costs per speaker, with paid, outstanding, pay-by date, status and budget remaining.
• Dashboard: 8 KPI tiles, sessions by room and day, materials received, costs by type and 2 charts.
• README.txt and LICENSE-and-Terms.txt.

How it works

1. Enter the conference dates, rates, budget and room names on Settings.
2. Add speakers on Speakers and log materials as they arrive.
3. Build the programme on Sessions and fix every clash flag.
4. Record AV needs on AV, then track tasks on Speaker_Tasks and money on Costs.
5. Print the Agenda_Grid for each day and check the Dashboard every week.

Details

• Format: Excel workbook (.xlsx). No macros.
• Language: English. Currency is a label you choose.
• Software: Excel 2016 or later, or a spreadsheet program that opens .xlsx files.
• Delivery: instant digital download. Nothing is shipped.

Good to know

• All speakers, organisations, sessions and amounts are illustrative. Replace them with your own data.
• Tax on speaker fees and travel rules differ by place. Verify local requirements.
• Speakers, Speaker_Tasks and Costs share one row order. Add new speakers at the bottom and do not sort those tabs.
• Single-user license. Do not share or resell the files.

FAQ

How many rooms and days does it handle?

Five rooms and up to three days. Rename the rooms on Settings and every tab follows.

What counts as a clash?

A room clash is two sessions in one room at the same time. A speaker clash is one speaker booked in two sessions at once.

Does the grid handle sessions that start between slots?

Yes. A session shows in the 15-minute slot where it starts and later slots show "(continued)". You can change the slot length on Settings.

Does it work in Google Sheets?

It opens in Google Sheets and the formulas calculate. Check the drop-downs, charts and grid colours after import.

Is this a physical product?

No. It is a digital download. Refund terms follow the store policy at the time of purchase.