🗓️ SPEAKER SESSION INFO — ROLLOUT PLAN
📍 Goal:
Ensure every speaker has:
- Submitted all session info via your form
- Received their confirmed timeslot, location, and format
- Signed off on final session details by August 1st
📆 Week-by-Week Timeline
Week of July 17 (this week)
🔹 Prep & Launch
💡 Optional: Include deadline (“Please complete by July 24”) in bold.
Week of July 22
🔹 Collection Phase
💡 Create a formula property like Is Complete to filter only fully filled forms.
Week of July 29
🔹 Scheduling Finalization
Session Summary for Speaker with full info (e.g. “Your session: 10:30–11:00am in Room B – Track: Future Tech”)- Session title
- Time & location
- Format
- Link to preview (optional: attendee-facing Notion view)
Week of August 5
🔹 Final Review & Reconfirm
- “Here’s your final session info”
- “Please let us know of any changes by August 6 at noon”
✅ Tracking Dashboard in Notion
Build a Speaker Submission Tracker database or view with these key fields:
Field | Type |
Speaker Name | Text / Relation |
Email | Email |
Session Submitted? | Checkbox (Rollup or manually checked) |
Info Complete? | Formula or Checkbox |
Confirmation Sent? | Checkbox |
Final Details Confirmed? | Checkbox |
Notes / Flags | Text |
Create filtered views:
- ❗ “Missing Info”
- 📩 “Needs Confirmation Sent”
- ✅ “All Done”
📬 Communication Cadence Summary
Date Range | Message | Format |
July 17–18 | Initial form request | Personalized email |
July 23 | Reminder #1 | Short follow-up |
July 29–30 | Final session confirmation | Personal email with details |
August 5 | Final reconfirmation | Quick message: “Last chance to flag changes” |
📩 1. Initial Request Email
Keynotes
Subject: Action needed: help us prepare for your keynote!
Hi Joshua,
This is Eli from the Vegas AI Security Forum team. We're really excited to have you as a keynote speaker!
As you know, the Forum will take place on August 7th at the Palms Casino Resort in Las Vegas. The main program will run between 9am-6pm, with cocktails and networking events to follow, until 10pm. Meals and refreshments will be provided throughout the day.
Your talk will be during the opening plenary between 10am-12pm. We will let you know the exact timing as soon as the agenda is fully locked down. Your slot is 20 minutes long, and we recommend splitting that into a 10-minute talk, with 10 minutes for audience Q&A - but please let us know if you prefer a different arrangement.
To help us prepare, we ask that you please fill out the short form linked below. It should only take a few minutes (and most questions can be skipped if your session requires nothing out of the ordinary).
—> Speaker Info Form <—
Thank you in advance! We will be in touch soon with more information, but in the meantime please let me know if you have any questions.
Best regards,
Caleb, Eli, Nandini, and Harrison
The Vegas AI Security Forum team
Others
Subject: Action needed: help us prepare for your session!
Hi Tom,
This is Eli from the Vegas AI Security Forum team. We're really excited to have you as a speaker!
As you know, the Forum will take place on August 7th at the Palms Casino Resort in Las Vegas. The main program will run between 9am-6pm, with cocktails and networking events to follow, until 10pm. Meals and refreshments will be provided throughout the day.
Regarding your session -
We have slots in the program of 25 minutes and 60 minutes. By default, talks and fireside chats are 25 minutes, with workshops in the 60-minute slots. We have you penciled in for a 25-minute talk (of which we'd recommend allowing around half the time for Q&A), but please do let us know if you prefer a different arrangement. We will let you know the exact timing of your session as soon as the agenda is fully locked down.
To help us prepare, we ask that you please fill out the short form linked below. It should only take a few minutes (and most questions can be skipped if your session requires nothing out of the ordinary).
—> Speaker Info Form <—
Thank you in advance! We will be in touch soon with more information, but in the meantime please let me know if you have any questions.
Best regards,
Caleb, Eli, Nandini, and Harrison
The Vegas AI Security Forum team
📩 2. Reminder #1 (July 23)
Subject: Reminder: Please submit your session info
Hi [First Name],
Just a quick reminder to fill out the speaker info form for the [Forum Name], if you haven’t already:
👉 [Insert Form Link]
Deadline: Tomorrow – Wednesday, July 24
This helps us lock in the schedule and ensure your session gets the visibility it deserves.
Thanks again, and let me know if you hit any snags. We’re excited to feature your talk!
Best,
[Your Name]
📩 3. Session Confirmation Email (July 29–30)
Subject: Your session at [Forum Name] — Confirmed Details
Hi [First Name],
Thank you for submitting your session info!
Here are the confirmed details for your session at the [Forum Name] on August 7th:
🗓 Title: [Session Title]
⏰ Time: [e.g. 10:30–11:15am]
📍 Location: [e.g. Room B – The Design Studio]
🏷 Track: [e.g. Future of AI]
🎤 Format: [e.g. 30-min Talk + 10-min Q&A]
If anything looks off, please reply to this email by Friday, August 2 so we can make adjustments before publishing the full schedule.
We’ll send a final reminder the week of the event with any updates and logistics.
Thanks again for being part of this — we're thrilled to have you speaking!
Warmly,
[Your Name]
[Your Title / Forum Team]
📩 4. Final Reconfirmation Email (August 5)
Subject: Final session details — Please flag any changes today
Hi [First Name],
We're just two days out from the [Forum Name]! 🚀
Here’s a final recap of your session details:
🗓 Title: [Session Title]
⏰ Time: [e.g. 10:30–11:15am]
📍 Location: [e.g. Room B – The Design Studio]
If anything has changed — availability, co-speakers, tech needs — please let us know by noon tomorrow (Tuesday, August 6) so we can update the program in time.
We’re so grateful to have you involved and can’t wait to hear your session.
All the best,
[Your Name]
[Forum Name] Team