---
title: "Call for Speakers: A Guide for Organizers"
description: Learn how EventMobi Call for Speakers simplifies speaker submissions, review, and approval—from your branded submission form to speaker profiles and agenda sessions.
---
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1. [EventMobi Knowledge Base](https://help.eventmobi.com/en/knowledge?hsLang=en)
2. [Event Organizers](https://help.eventmobi.com/en/knowledge/event-organizers?hsLang=en)
3. [Call For Speakers](https://help.eventmobi.com/en/knowledge/event-organizers?hsLang=en#call-for-speakers)
September 25, 2026
# Call for Speakers: A Guide for Organizers
## Call for Speakers gives you one place to collect, review, and approve speaker proposals — from a public submission form on your event website through to a session on your agenda. This guide covers how it works, how to set it up, and the process to manage submissions.
**Table of Contents**
1. [How It Works](https://help.eventmobi.com/en/knowledge/call-for-speakers#how-it-works)
2. [Is Call for Speakers Right for Your Event?](https://help.eventmobi.com/en/knowledge/call-for-speakers#who-should-use-call-for-speakers)
3. [Who Can Use Call for Speakers?](https://help.eventmobi.com/en/knowledge/call-for-speakers#who-can-use)
4. [Setting Up Call for Speakers](https://help.eventmobi.com/en/knowledge/call-for-speakers#setting-up)
5. [The Speaker Experience](https://help.eventmobi.com/en/knowledge/call-for-speakers#speaker-experience)
6. [Reviewing Submissions](https://help.eventmobi.com/en/knowledge/call-for-speakers#reviewing-submissions)
7. [Accepting a Submission](https://help.eventmobi.com/en/knowledge/call-for-speakers#accepting-submissions)
8. [Registration Status and Dual Roles](https://help.eventmobi.com/en/knowledge/call-for-speakers#registration-status-dual-role)
9. [Submissions and Your People Library License](https://help.eventmobi.com/en/knowledge/call-for-speakers#people-library-license)
10. [Frequently Asked Questions](https://help.eventmobi.com/en/knowledge/call-for-speakers#faq)
---
### 1. How It Works
Call for Speakers runs on three steps and two roles — your speakers, and you as the organizer.
- **Step 1: Submit** — Speakers submit proposals through a branded public form on your EventMobi website.
- **Step 2: Review** — You review every submission in a centralized place - 'Speaker Management Submissions' located inside Experience Manager.
- **Step 3: Convert** **or Reject**— You accept proposals and convert them into speaker profiles and agenda sessions. Alternatively reject.
**🔍 Tip**
The biggest time save is that last step. An accepted proposal can become a speaker profile and an agenda session in one click — no re-entering titles and descriptions, or spreadsheet exports and imports!
---
### 2. Is Call for Speakers Right for Your Event?
**Best suited for:**
- Associations collecting external speaker proposals across one or more events
- Conference managers with 100–500 attendees, where roughly 5% are speakers
- Teams currently running this process on Google Forms, spreadsheets, or email
**Not a current fit:**
- Programmes requiring multiple rounds of peer review
- Custom abstract management workflows common in medical or scientific associations
---
### 3. Who Can Use Call for Speakers?
Call for Speakers is included with:
- Purchases of the event app
- Purchases of the registration + communications package
- Annual Packages
There's one requirement: the **Website product**, because your submission page is published as a page on your event website.
---
### 4. Setting Up Call for Speakers
Navigate to the tab called **‘Speaker Management’** in your event's left-hand navigation, then select **'Submission Form.'**
**Step 1: Build your submission form**
Every form has five required fields, always present, split across two sections. You will notice a icon mentioning *This field is collected on every submission and cannot be edited or removed.* Section titles and descriptions however are fully editable.
| **Section** | **Fields** |
| --- | --- |
| Speaker Details | First Name, Last Name, Email Address |
| Submission Details | Submission Title, Description |
**🔍 Note**
The fields map directly to the speaker profile and session profile created when you accept a proposal.
To extend the form:
- Add existing custom fields, or create new ones from the form builder using the '+ Add Field' button.
- Add a file upload field — the document attaches automatically to the session created from that submission.
- Add additional sections to organize your form into different sections - an example could be adding 3 sections, Speaker Details - Submission Details - Proof of Experience.
Custom field data carries over to the **People Library →** under **Additional Fields** when a profile is created, just like your registration form.
**Step 2: Configure form settings**
Under the tab 'Submission Form', select the **Settings** tab which will allow the option to set:
- **Submission Period** — open and close dates for when proposals can be submitted
- **Success Message** — your own message, shown after a successful submission
- **Form Closed Message** — shown once the submission period has ended
**Step 3: Publish the form on your website**
1. Open your EventMobi **Website** builder from the left hand menu.
2. Create or open the page where the form should appear - ex. ‘Speaker Proposal’
3. Add the **Submission Form** widget by adding a section, then including the 'submission form' widget 
4. Style the widget to match your event branding - select under 'content' \< 'Set Up Submission Form'
5. Publish the page. The URL can be your choice of naming.
***For more information on how to use & design with the website builder, please visit the article [here](https://help.eventmobi.com/en/knowledge/website-builder?hsLang=en)!***
🔍 **Note**
Spam protection is built in: an invisible reCAPTCHA runs on the form, so genuine submitters never see a checkbox.
---
### 5\. The Speaker Experience
Speakers are not required to create an account and never see a third-party portal. The process is four easy steps:
1. The speaker visits the branded submission page on your event website.
2. They fill out the required fields plus any custom fields that are added.
1. Once completed, the speaker will click **Submit**.
2. They receive an automatic confirmation email immediately.
**⚠️ Warning**
It is important to be aware, **there is a limit of one submission per email address.** A speaker with more than one proposal needs a different address or an alias for each.
---
### 6\. Reviewing Submissions
Every proposal arrives in the **'Submissions'** tab within the Speaker Management tab. Click into any submission to open the detail view, which is split in two:
- **Left side** — the speaker's submitted information, this is read-only
- **Right side** — your actions: notes, status, decisions
**Internal notes:**
- Notes are attributed to the organizer who wrote them.
- Several organizers can build a thread of feedback on the same submission.
- This is useful for flagging strong proposals, leaving reminders, and collaborating asynchronously.
**Setting a status:**
- **Accept** — opens three follow-up actions (see below)
- **Reject** — offers the option to send a rejection email
### Acting on many submissions at once
For a large call for speakers, select multiple submissions from the list and apply an action to all of them at once:
- Bulk-send acceptance or rejection emails
- Bulk-create speaker profiles
- Bulk-create sessions
---
### 7. Accepting a Submission
Accepting or rejecting a submission is always a **manual action** — nothing happens automatically. There are three possible actions to select when accepting a submission.
| **Action** | **What it does** |
| --- | --- |
| **Send an acceptance email** | A customizable template, edited via Custom System Emails. Tip: include a link to a discounted or complimentary speaker ticket. |
| **Create a speaker profile** | The same modal you use to add a person manually. Auto-tagged to the Speakers group; add other groups if you need them. |
| **Create a session** | Populates a session from the submission title and description. Any uploaded document attaches automatically — you fill in the remaining details: time, location, and format. |
If 'create session' is selected, it will automatically generate a session in the library based on the submission description provided along with date and time.
**🔍 Note**
None of these three steps (email, profile, session) trigger automatically — all are left to your discretion. You can accept a speaker without sending an email or creating a profile immediately, and return to those steps later.
---
### 8. Registration Status and Dual Roles
When you create a speaker profile, you'll choose a registration status:
| **Status** | **What it means** |
| --- | --- |
| Registered | You register them — the speaker cannot self-register. |
| Not Started / Invited | Pre-registration — the speaker can still register themselves, for example via a ticket link in the acceptance email. |
Speakers can also be attendees. Only one person record exists per email address; session roles (speaker, moderator, panelist) are assigned separately at the session level.
---
### 9. Submissions and Your People Library License
A speaker doesn’t count toward your People Library license until you create their profile. Submissions are stored separately, so you can receive as many proposals as you need without those submissions using your People Library capacity.
Because pending speakers don’t have a person record yet, they also can’t be contacted through the Communications App until a profile has been created.
---
### 10. Frequently Asked Questions
**Can our review committee score submissions?** No exactly. Reviewers leave attributed internal notes, and several organizers can comment on the same record.
**Can one speaker submit several proposals?** One submission per email address. They'll need a different address or an alias for each additional proposal.
**Do accepted speakers get emailed automatically?** No. Accepting a submission unlocks the acceptance email, the profile, and the session — you choose when to run each.
**Can we email everyone who submitted, before we decide?** Not through the Communications features — no People Library record exists yet, so that contact happens outside the platform.
**Does every submission use a license?** No. Submissions live in a separate database. A speaker counts only once you create a profile.
**Can we collect headshots and slide decks?** Documents, yes — they attach to the created session automatically. Headshots, no — they need to be added to the profile afterwards.
**Can we host the form on our own domain?** The form is a page on the EventMobi Website builder, at a URL you create. The Website product is required.
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