Speaker Management Spreadsheet for Event Series
Budget: $250 – $750 AUD
I'm looking for a comprehensive spreadsheet that will help me manage a speaker management system for an event series.
Excel Specification: Speaker Management System
Workbook Structure
Sheet 1: Dashboard
Quick overview of upcoming events
Key metrics (number of confirmed speakers, pending approvals, etc.)
Deadlines tracker
Budget utilisation summary
Monthly Event Sheets (Jan-Dec)
Each month that has events will have its own sheet containing:
Section 1: Event Details (Frozen Top Section)
Event Title
Date Range (usually 1-4 days for each event but 2 speaker days)
Venue
Location
Target Audience
Total Budget
Budget Remaining (formula-calculated)
Event Website URL
Section 2: Speaker Management Grid
Columns:
Speaker Name
Justification/Value Proposition
Proposed Fee
Home Airport
Status (Data Validation Dropdown)
Client Reviewing
Client Approved
Client Declined
Offer Extended
Speaker Accepted
Speaker Declined
Final Agreed Fee
Travel Requirements
Flight Class
Accommodation Needs
Ground Transport
Section 3: Availability Grid
Create a sub-grid showing dates of the event
Use conditional formatting for:
Green: Available
Red: Unavailable
Yellow: Tentative
Section 4: Session Details
Session Time
Format (Dropdown)
Keynote
In Conversation
Hybrid Delivery (short keynote rolling into a fireside)
Session Duration
Briefing Call Date
Briefing Call Status (Dropdown)
Scheduled
Completed
Rescheduled Needed
Section 5: Book/Publication Details
Book Title
Publisher Contact Name
Publisher Contact Email
Local Bookseller Contact
Book Order Status (Dropdown)
Technical Specifications
Conditional Formatting Rules
Status column: Color-coded based on selection
Budget tracking: Red when approaching/exceeding budget
Date-based highlighting for upcoming deadlines
Availability grid: Red/Yellow/Green system
Data Validation
Create dropdown lists for:
Speaker Status
Session Format
Flight Class
Briefing Status
Book Order Status
Formulas
Budget tracking
Running total of committed speaker fees
Remaining budget calculator
Percentage of budget allocated/remaining
Date calculations
Days until event
Briefing call scheduling windows
Travel time calculations
Protection and Sharing
Lock structural elements
Enable multi-user editing for specific ranges
Track changes functionality
Comment capability for client communication
Additional Features
Filter Views
Create pre-set filters for:
Confirmed speakers
Pending approvals
Upcoming events (next 30/60/90 days)
Budget status
Pivot Tables
Speaker utilisation across events
Budget allocation analysis
Event type distribution
Notes for Implementation
Use named ranges for easy formula reference
Include data validation to prevent errors
Create a backup system
Include version control tracking
Build in automated email notification triggers for:
Approaching deadlines
Budget thresholds
Status changes
Specific Event Considerations
Retreats Tab
Create a separate tab for retreat events with modified fields:
Smaller speaker roster
Different logistics requirements
Specialised session formats
Unique budget tracking needs
Combined Events
For combined events (e.g., Women in Leadership + EA/PA Summit):
Clear visual separation of budgets
Shared resource tracking
Combined timeline management
Excel Specification: Speaker Management System
Workbook Structure
Sheet 1: Dashboard
Quick overview of upcoming events
Key metrics (number of confirmed speakers, pending approvals, etc.)
Deadlines tracker
Budget utilisation summary
Monthly Event Sheets (Jan-Dec)
Each month that has events will have its own sheet containing:
Section 1: Event Details (Frozen Top Section)
Event Title
Date Range (usually 1-4 days for each event but 2 speaker days)
Venue
Location
Target Audience
Total Budget
Budget Remaining (formula-calculated)
Event Website URL
Section 2: Speaker Management Grid
Columns:
Speaker Name
Justification/Value Proposition
Proposed Fee
Home Airport
Status (Data Validation Dropdown)
Client Reviewing
Client Approved
Client Declined
Offer Extended
Speaker Accepted
Speaker Declined
Final Agreed Fee
Travel Requirements
Flight Class
Accommodation Needs
Ground Transport
Section 3: Availability Grid
Create a sub-grid showing dates of the event
Use conditional formatting for:
Green: Available
Red: Unavailable
Yellow: Tentative
Section 4: Session Details
Session Time
Format (Dropdown)
Keynote
In Conversation
Hybrid Delivery (short keynote rolling into a fireside)
Session Duration
Briefing Call Date
Briefing Call Status (Dropdown)
Scheduled
Completed
Rescheduled Needed
Section 5: Book/Publication Details
Book Title
Publisher Contact Name
Publisher Contact Email
Local Bookseller Contact
Book Order Status (Dropdown)
Technical Specifications
Conditional Formatting Rules
Status column: Color-coded based on selection
Budget tracking: Red when approaching/exceeding budget
Date-based highlighting for upcoming deadlines
Availability grid: Red/Yellow/Green system
Data Validation
Create dropdown lists for:
Speaker Status
Session Format
Flight Class
Briefing Status
Book Order Status
Formulas
Budget tracking
Running total of committed speaker fees
Remaining budget calculator
Percentage of budget allocated/remaining
Date calculations
Days until event
Briefing call scheduling windows
Travel time calculations
Protection and Sharing
Lock structural elements
Enable multi-user editing for specific ranges
Track changes functionality
Comment capability for client communication
Additional Features
Filter Views
Create pre-set filters for:
Confirmed speakers
Pending approvals
Upcoming events (next 30/60/90 days)
Budget status
Pivot Tables
Speaker utilisation across events
Budget allocation analysis
Event type distribution
Notes for Implementation
Use named ranges for easy formula reference
Include data validation to prevent errors
Create a backup system
Include version control tracking
Build in automated email notification triggers for:
Approaching deadlines
Budget thresholds
Status changes
Specific Event Considerations
Retreats Tab
Create a separate tab for retreat events with modified fields:
Smaller speaker roster
Different logistics requirements
Specialised session formats
Unique budget tracking needs
Combined Events
For combined events (e.g., Women in Leadership + EA/PA Summit):
Clear visual separation of budgets
Shared resource tracking
Combined timeline management