Setup Disclosure-Contracts for Speaker Agreements
To streamline speaker agreements and disclosure workflows, admins can now link a call’s form directly to an event. This setup makes it easier to track form submissions tied to speakers, manage communications, and monitor progress from either side, the event or the call.
Link a Speaker Form to an Event
Start by creating a call that includes the necessary contract or disclosure form. This form should ask the questions you need your speakers to answer, including details about the event they are participating in.
Once the call and form are ready,:
- Go to the event in the admin panel and navigate to Event > Conference .
- Go to the Speakers section and click the Edit Speaker Forms button, then select Add Speaker Form.
- Type the name of the call you created, select it from the dropdown, and then choose the specific submission phase you want to link.
After saving, this call will be connected to the event and will appear as an extra column in the Operations > Speakers section. The column will show submission status; whether the speaker has submitted, and if the submission has been accepted or rejected. This field can also be filtered, which is helpful when targeting specific speakers for follow-up.
Use Submission Data for Tracking and Communication
Once the call is linked, the submission information syncs automatically from the call to the event. You can filter the Speakers table by submission status or completion to send targeted email reminders using the bulk action tools. For example, you may want to follow up with speakers who have not yet submitted their disclosure form, or send a confirmation email to those who have already completed their contract.
Admins can also track submissions directly from the call side. All standard submission management tools are available including accept/reject actions, communication tools, and reporting options.
You can also create custom views and download filtered reports to assist in tracking progress.
Submission PDF Download
Both admins and submitters/speakers now have access to a downloadable PDF version of any completed submission using the Submission PDF Export feature.
This is ideal for internal recordkeeping or to archive speaker contracts and disclosure forms. To learn more about this feature please visit our article on Submission PDF Export.
Use Cross-Call Submission Tracking
If your process includes multiple required forms, you can use the Cross-Call Submission Tracking feature to connect them.
This allows you to group several calls under a principal or main call and see all related submissions in one place. The main call view will reflect each user’s progress across all linked forms.
For example, if a speaker is required to complete a general agreement form, a disclosure, and a travel reimbursement form, Cross-Call Tracking lets you quickly verify which parts are completed and which still need attention. This also enables more precise communications, such as sending reminders only to speakers missing one specific form. To learn more about this feature please visit our article on Cross-Call Submission Tracking.
Filtering and Reminders Based on Progress
With both the event view and the call view updated in real time, you have the flexibility to create custom filters, export lists, and send tailored messages based on submission status.
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