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Speaker Logistics Chaser

Example prompt: "Every Monday and Thursday, check our speaker tracker in Google Sheets for anyone who hasn't submitted their bio, headshot, or slides yet. Email them a polite reminder listing exactly what's missing, and if their deadline is less than 48 hours away, ping our #events Slack channel."

The Problem

Chasing speakers for deliverables — bios, headshots, presentation files, AV requirements — is one of the most time-consuming parts of event coordination. With 15 or more speakers, the tracking spreadsheet grows unwieldy and things slip through the cracks. Manually checking who has submitted what, drafting individual reminder emails, and escalating overdue items eats several hours a week and still risks embarrassing gaps on the day.

How GloriaMundo Solves It

We build a scheduled workflow that runs twice a week. An integration step reads your speaker tracking sheet to find anyone with outstanding deliverables. A code step filters for speakers who still owe items and calculates how close each deadline is. An LLM step drafts a personalised reminder email for each speaker, listing exactly which items are still missing. A conditional step checks whether any deadlines are within 48 hours, and if so, sends an escalation message to your team's Slack channel. Finally, integration steps send the emails and update the tracking sheet with the chase date. Glass Box preview shows you every email draft and Slack message before anything sends, so you can adjust the tone or skip a speaker who you know is already sorting it.

Example Workflow Steps

  1. Trigger (scheduled): Runs every Monday and Thursday at 9am.
  2. Step 1 (integration): Read the speaker roster from Google Sheets, filtering for rows where bio, headshot, or slides columns are empty.
  3. Step 2 (code): Calculate days until each speaker's submission deadline and flag anyone within 48 hours as urgent.
  4. Step 3 (LLM): Draft a personalised reminder email for each speaker, listing their specific missing items and deadline.
  5. Step 4 (conditional): If any speakers are flagged as urgent, proceed to the escalation step.
  6. Step 5 (integration): Send reminder emails via Gmail and post urgent escalations to the #events Slack channel.
  7. Step 6 (integration): Update the Google Sheet with the date each speaker was last chased.

Integrations Used

  • Google Sheets — speaker tracking roster with deliverable status and deadlines
  • Gmail — sends personalised reminder emails to speakers
  • Slack — escalation alerts when deadlines are imminent

Who This Is For

Event coordinators and conference producers managing multi-speaker events who spend hours each week on manual follow-ups and still worry about missing deliverables on the day.

Time & Cost Saved

For a 20-speaker event, manual chasing typically takes 3-4 hours per week across checking the tracker, writing emails, and posting internal updates. This workflow reduces that to a quick review of the Glass Box preview twice a week — roughly 20 minutes. The combination of integration, code, LLM, and conditional steps costs a moderate number of credits per run.