Event speaker liaison assignment
Eighteen speakers will arrive across one morning, and each of them will ask someone, anyone, where to go and who to call.
The short answer
Give every speaker one named liaison who is their single contact from confirmation to departure, with a back-up named for the day. Write down what the role covers and what it hands to others.
Brief liaisons with the same pack as the speakers, using the speaker briefing generator, and send each speaker their liaison's name with the logistics form.
What a liaison does, and does not do
A liaison is the speaker's single point of contact. They answer questions, chase materials, meet and guide the speaker on the day and pass problems to the right owner.
They do not make programme, budget or technical decisions. Those stay with the programme lead, finance and the AV supplier.
- Before the event: confirm details, chase biography, slides and logistics form.
- Arrival: meet or direct the speaker, using the agreed arrival instructions.
- Session day: brief on room and timing, take the speaker to the stage entrance, tell the stage manager when the speaker is ready.
- After the session: thank the speaker and pass on follow-up requests.
Choosing the person
- Someone with time on the day, not a person whose own session is on at the same time.
- Someone who can reach the secretariat and AV team quickly.
- A senior speaker can be matched with a more senior or experienced liaison, if you have one.
- A speaker who needs language or access support should be matched with a liaison who can arrange it, after asking the speaker.
How many speakers per liaison
There is no fixed number. The right number depends on how close the sessions are, how far apart the rooms are and how much each speaker needs.
Test the plan on paper: list each liaison's speakers by time and room and check that no liaison has to be in two places at once. A clash is a sign to add a person, not to hope. The rehearsal schedule builder shows the same kind of clash for rehearsals.
Handover on the day
- Give each liaison a one-page sheet with their speakers, session times, rooms and contacts.
- Agree one channel, such as a messaging group, for liaison to secretariat.
- Name a back-up for each liaison and tell the speakers.
- Record who has met whom, so the secretariat knows when all speakers have arrived.
- Collect liaison notes after the event while memory is fresh.
Worked example · Fictional example
Six liaisons for eighteen speakers
Fictional organisation and figures, for illustration only.
A fictional association matches six liaisons to eighteen speakers across two rooms. When the team lists sessions by time, one liaison has two speakers starting ten minutes apart in different rooms.
The programme lead moves one of those speakers to a back-up liaison, tells both speakers, and updates the one-page sheet before it is printed.
Use this yourself
Speaker liaison sheet
One row per speaker. Print one sheet per liaison for the day.
| Speaker | Session, time and room | Liaison | Back-up liaison | Arrival met (time) | At stage entrance (time) | Notes |
|---|---|---|---|---|---|---|
Handle it in-house, or bring in help?
Your team can usually handle this when
- Few speakers and several team members free on the day.
- Sessions in one room.
- Everyone on the team knows the venue.
Outside planning help earns its fee when
- Many speakers across several rooms and times.
- Speakers with different support needs, such as language or access.
- The secretariat will be busy with registration and cannot also manage speaker arrivals.
Want the liaison plan drawn up and briefed?
A conference project lead can match liaisons to speakers, test the plan against the timetable, brief the liaisons and run the channel on the day. Which people take on the role stays your decision.
Questions organisers ask
Should liaisons be volunteers or staff?
Either, if they are briefed and available on the day. Check any volunteer arrangements with your adviser.
Do all speakers need a liaison?
Most benefit from one. A small event can use one liaison for several speakers if sessions do not overlap.
What if a liaison is unavailable?
Name a back-up for each liaison in advance and tell the speaker both names.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.