This is Part 1 of a 4-part series introducing the AI Agents built into Sessionboard. Each week, we'll introduce one agent — what it does, what it replaces, and why it matters. On June 23, we're showing all of them live in a platform walkthrough. Save your spot →

If you've ever managed speaker onboarding for a 50+ speaker event, you know the drill. Welcome emails, bio requests, headshot collection, slide deadlines, AV requirement forms, travel confirmations, consent acknowledgments — and then the follow-ups when half of it doesn't come back on time.

It's not complex work. It's volume work. And it scales linearly: double the speakers, double the emails, double the tracking, double the things that slip through the cracks on event day.

That's what the Speaker Coordinator Agent was built to handle.

What it does

The Speaker Coordinator Agent automates the full speaker onboarding workflow — from the first welcome email through the final readiness check before event day.

It runs sequenced communication automatically: the right message, to the right speaker, at the right time. Bio request goes out on day one. Headshot reminder follows three days later if it hasn't been uploaded. Slide deadline notification fires two weeks before the event. The AV requirements form goes out alongside it. Each step is triggered by the speaker's completion status, not by a calendar reminder on your ops team's to-do list.

When a speaker completes a task, the Agent moves to the next step. When they don't, it follows up — escalating the cadence as deadlines approach. Your team doesn't send a single chase-down email.

What your team sees instead

A real-time readiness dashboard. One view that shows every speaker's completion status: who's submitted their bio, who's uploaded slides, who still needs to meet AV requirements, and who hasn't responded.

Two weeks before the event, your ops lead opens the dashboard and sees exactly where the gaps are — without checking email threads, cross-referencing spreadsheets, or asking "did anyone hear back from the keynote?"

The speakers who are ready are green. The speakers who aren't are flagged with exactly what's missing. The Agent has already sent the follow-ups. Your team only steps in for the exceptions — a speaker who needs a personal call, a last-minute replacement, a VIP who requires a different touch.

Why this matters at scale

With 20 speakers, manual onboarding is manageable. At 50, it's a full-time job for two weeks. At 100+, it breaks. Materials go missing. Follow-ups get lost. The ops team spends the entire week scrambling for slides they should have had a month ago.

The Coordinator Agent doesn't forget, doesn't lose track, and doesn't let deadlines pass without action. It handles the operational volume so the team can focus on the relationships and the exceptions — the work that actually requires a human.

See it live

Next in the series: the Reviewer Agent — how AI scores and ranks submissions before the committee opens a single one.

We're walking through the Speaker Coordinator Agent — and the full AI Agent suite — in a live demo on June 23. No slides. No sales pitch. Just the platform, running in real time.

Save your spot →

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