# Event Speaker Management: Bios, Photos, Slides

Source: https://maito.app/workflows/manage-speakers

Maito tracks which speakers still owe a bio, photo or slides, sends reminders before deadlines, and flags bad email addresses in your sheet.

Collect bios, photos and slides and remind speakers of deadlines.

Event team · [Events](https://maito.app/workflows/industry/events) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   [Airtable](https://maito.app/workflows/tool/airtable)

## How do you manage event speakers?

To manage event speakers, connect Maito to your speaker sheet and your email. Each week it checks who is missing a bio, photo or slides, sends reminders before the deadline, and posts a summary in Slack. It also flags problems it spots, like an email address that looks mistyped.

## How it's done today

Organizers chase speakers for weeks.

## What Maito does

1.  Track what each speaker sent
2.  Remind for what's missing

## Example

Loop run: Monday 10:00 AM · Speaker check

**Maito** (10:00 AM):

**Speakers: 14 of 20 complete**

Reminders sent to 6:  
• Amara: needs photo and slides  
• Kenji: needs bio  
• Tomas, Elena, Priya R., Gus: need slides

Slides are due Oct 30, 11 days away.

Catch: Kenji was sent a bio reminder twice already and hasn't opened either email. His address in Airtable ends in .con. It looks like a typo, so I haven't emailed it again.

Source: speakers sheet in Airtable, Gmail replies. Can you confirm Kenji's address? I'll resend once it's fixed.

**Jules** (10:08 AM):

It should be .com. Fix it and resend.

**Maito** (10:09 AM):

Fixed in Airtable and the bio request is sent to Kenji.

## How to set it up

On a schedule Manage speakers

Ask your agent

“Every Monday and Thursday at 10, check the speakers sheet in Airtable for missing bios, photos and slides, email each speaker what's missing, and post the count in #speakers. Slides are due Oct 30.”

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Connect spreadsheet

-   Airtable
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can't make a speaker reply. It tells you who is stuck so you can reach out another way.

## Questions

### Where does it keep the speaker list?

In your spreadsheet, such as Airtable or Microsoft 365. It reads replies from your email.

### Does it send reminders by itself?

Yes, on the schedule you set, to the speakers who are missing items. It stops emailing an address it believes is wrong.

### Can it collect files?

Yes. Speakers can reply with attachments, and Maito updates the sheet.

## More event team workflows

-   [Answer attendee questions Attendees get answers about times, venue and tickets any time. Event team · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/answer-attendee-questions)
-   [Send the post-event follow-up Thank attendees, share recordings and collect feedback. Event team · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/send-the-post-event-follow-up)
-   [Compare venues and vendors Get options for venues, catering and AV within budget. Event team · When you ask Works with Slack, Email.](https://maito.app/workflows/compare-venues-and-vendors)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fmanage-speakers)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)