How to remind speakers to upload slides

A useful speaker reminder removes uncertainty. It tells someone what is missing, when you need it and where to send it. A vague “just checking in” creates another email conversation; a clear request helps the speaker finish the job between other commitments. Before scheduling any follow-up, decide who owns the collection process and which copy of each file will reach the audiovisual team.

This guide gives you a workable cadence and three templates. Adjust the dates to your production schedule, then keep the requirements consistent across your invitation, upload form and reminders. The goal is a usable presentation package, not a higher number of emails sent.

Work backwards from the technical rehearsal

Your collection deadline should leave time to open files, check fonts, inspect images and ask for corrections. It does not have to be the conference date. If the audiovisual team needs the final package on Thursday, asking speakers to upload on Friday is already too late. Agree on a handoff date with the person who will operate the presentation computer.

Send the first request as soon as the speaker has confirmed and you know the requirements. For many events, two or three weeks of notice is more useful than an urgent request a few days out. Put the deadline, including the time zone, near the top. Explain why it matters: technical checks, accessible materials or programme production.

Separate early publicity assets from late presentation files when their deadlines differ. A headshot may be needed for the website long before a speaker finishes their slides. Avoid telling someone that everything is late when you have deliberately agreed a later delivery for one item.

Use a short, targeted cadence

A practical pattern is an initial request, followed by reminders seven, three and one day before the agreed deadline. The seven-day note gives people room to plan; the three-day note makes the request visible again; the final note names the immediate next step. Do not keep sending reminders to people whose materials have already been submitted and accepted.

Check the outstanding list before each manual send. Distinguish “nothing received”, “received, awaiting review” and “changes requested”. Someone waiting for your approval needs a review, not another upload request. If you request a correction, state the correction explicitly rather than forwarding the original checklist without context.

Kolekit’s automatic speaker reminders use a default 7/3/1-day schedule for active events with reminders enabled. They target pending submissions and those needing changes. Its standard reminder names the event and deadline and includes the personal upload link; it does not enumerate each missing file. The templates below are for your own initial or manual follow-up emails, not a claim that the automated email is freely editable.

Template 1: the first request

Subject: Your materials for [event] — please upload by [date]

Hello [first name],

We’re looking forward to your session, “[session title]”, at [event]. Please upload your materials by [date, time and time zone] using your personal link: [upload link].

We need your presentation as a 16:9 PDF and, if requested by our technical team, the editable PPTX. Please also add a short biography of [word count] words and a headshot at least 1200 × 1200 pixels.

This deadline gives our team time to check the files before rehearsal. If you expect a delay or need an alternative format, reply to this email so we can agree a plan.

Thank you, [name and event team]

Before sending, remove anything you do not actually need. “PDF and PPTX” should be an intentional production requirement, not a default way to double a speaker’s work. Replace every placeholder, and test the upload link in a separate browser session.

Template 2: the friendly nudge

Subject: A quick reminder: [event] materials due [date]

Hello [first name],

A friendly reminder that your materials for [event] are due on [date, time and time zone]. We still need [specific outstanding items].

Your upload link is [upload link]. The requirements are the same as in our first request; you do not need to send another copy of anything we have already approved.

If you have sent the files elsewhere, please tell us where so we can check before asking you to upload again. If the timing is difficult, reply with the date you can deliver.

Many thanks, [name]

This version works well around a week before the deadline. Keep the subject recognisable and use the same sender. Do not add new image sizes or presentation requirements halfway through the process unless there is a clear reason.

Template 3: the last call

Subject: Final reminder: [event] materials needed by [time] tomorrow

Hello [first name],

We are preparing the final presentation package for [event]. Please upload [outstanding items] by [date, time and time zone]: [upload link].

If you cannot meet that deadline, please reply today with your expected delivery time. We will confirm whether a later file can still be included before rehearsal.

Please use the upload link rather than attaching a second version to a separate email thread. That helps us hand the correct file to the technical team.

Thank you for helping us prepare your session, [name and contact details]

Avoid threats that the production team has not agreed to enforce. A precise handoff constraint is more useful than an invented penalty.

Give speakers a concrete file checklist

Request a 16:9 slide deck if that is what the venue screens require. Ask for PDF to preserve layout and PPTX when the operator needs an editable presentation. Request embedded fonts where licensing permits, and test the files on the presentation computer. PDFs do not preserve every animation or embedded video, so ask about those separately.

For headshots, request at least 1200 × 1200 pixels, a recognisable portrait and permission to use the image for the event. Specify the biography length, preferred display name and pronunciation notes if needed. These are your collection requirements; do not assume every upload tool checks aspect ratios, font embedding or usage permission automatically.

Name, review and hand off one final version

A predictable convention such as Patel_Alex_Slides.pdf, Patel_Alex_Bio.txt and Patel_Alex_Headshot.jpg makes files easier to locate. Agree whether version numbers belong in filenames or in a separate change log. After a late correction, make sure the operator knows which file replaces the previous one.

Ask speakers to use Lastname_Firstname_Field.ext before uploading. Kolekit’s ZIP export includes approved uploads. Open the exported archive before handoff rather than assuming that “uploaded” means “ready”. Keep a short checklist of presentation, biography and photo approvals, then communicate the final location to the technical team.

Start with the smallest process that fits your event. Kolekit is free for five contributors; compare the per-event plans if your speaker and sponsor list is larger. Whatever tool you use, a clear request and an accurate outstanding list do more for your deadline than another round of generic chasing.