There comes a point in every conference cycle when half your job becomes sending emails that say, “Just circling back…” while your soul quietly circles the drain. Speaker management is one of those things no one warns you about. You start out thinking you’re coordinating brilliant professionals, and you end up feeling like you’re herding distracted cats who occasionally remember they’re speaking at your event.

And because every conference planner deserves the gift of time (and fewer headaches), I’ve collected a handful of email templates that have saved me more times than I can count. They’re simple, professional, and just polite enough to hide the panic sweating through your shirt.

Here are a few favorites:

Please upload your slides
The one you’ll send more than any other.
Subject: Presentation Slides Needed for Your Session

Hi [Name],
Just a friendly reminder to upload your slides for your session, “[Title],” by [Date].
You can upload them here: [Link]
Thank you so much!
– [Your Name]

Gentle follow-up that is not gentle at all
The “hey… hi… please help me” message.
Subject: Quick Follow-Up: Presentation Slides
Hi [Name],
I’m reaching out again to follow up on your presentation slides for “[Title].”
We’re finalizing AV and signage, so having your slides by [Date] is incredibly helpful.
Thank you for your attention!
– [Your Name]

Bio & headshot request
Because sometimes all you get is a blurry selfie from 1997.
Subject: Bio & Headshot Request
Hi [Name],
We’re excited to feature you at the conference!
Could you send over a 100–150 word bio and a high-res headshot at your convenience?
Thanks so much!
– [Your Name]

The “it’s getting urgent” email
For when the clock strikes Panic O’Clock.
Subject: Urgent: Action Needed for Your Session
Hi [Name],
We’re finalizing materials and still missing your slides/bio/headshot for “[Title].”
Could you send them by end of day today?
We appreciate your help!
– [Your Name]

The thank you for finally sending this
Short. Sweet. Relieved.
Subject: Thank You!
Hi [Name],
Received — thank you so much!
Looking forward to your session!
– [Your Name]

And look — I know we joke about the dozen follow-ups we send, but speaker communication truly is one of the most important pieces of the conference puzzle. These templates won’t change human nature (or inbox habits), but they will save you time, stress, and at least one forehead vein from popping.

So copy them, tweak them, make them your own… and know that you’re not alone when you hit “send” for the fifth time and whisper, “Please answer me.” We’ve all been there — and we’ll all be there again next season.

– The Anonymous Planner