Detours

Bios. Headshots. Slides. Handouts. Promo videos. Walkout songs. And deadlines, deadlines, deadlines. When you’re preparing to speak at an event, there’s a lot more to get ready than the presentation. I’m Angie Norris, and this is Side Hustle GPS. Today, we’re stopping in Celebration Square to explore Speaker-Material Coordination. Right now, I’m preparing to speak at AI Marketing World in Dallas. That event is the reason I’m bringing Side Hustle GPS to life. It’s what my talk is about, and I’m so excited for the opportunity. I’m also finishing my presentation, building the platform, planning the week, and responding to requests for speaker materials. And I keep thinking, “I wish I had someone coordinating all of this.” I have AI tools. I have some team support. But having one person gather the requirements, track the deadlines, and keep the right materials together would be incredibly helpful. Here’s an example. Today, I received a request for an intro video. I have a speaker reel, but this request is different. They want something impactful to introduce me at this particular event. And I’m only a handful of days away. Of course, I want to create something that wows the room. But had I known earlier, I could have given it more time. That’s the kind of detail a speaker-material coordinator can help catch. You can ask the organizer what’s needed, when it’s due, and how it should be delivered. Then help the speaker bring those pieces together. The approved bio. The current headshot. The presentation title. The slides. The handout link. The introduction. Keep them somewhere the speaker can easily access, with clear names and a way to tell which version is final. Some people speak regularly. Others are preparing for their first conference or an occasional training. They may not know what to ask until a request arrives. You can help them feel prepared. And you don’t have to personally create every asset to provide this service. You can coordinate what already exists, identify what’s missing, and help the speaker work with the right person to finish it. AI can help turn an organizer’s instructions into a checklist, draft reminder messages, or prepare a shorter bio from information the speaker has approved. But confirm requirements with the event team. Don’t assume every event needs the same things. And check that the final files open, links work, and the organizer can access what you’ve sent. Those quiet details help someone walk onstage with more confidence. Generosity builds a reputation. Care about making the speaker’s experience better, and they’ll remember how you helped. Your first money move? Create a sample speaker-material tracker with columns for the item, requirements, deadline, status, and final file link. Then offer to coordinate materials for one speaker at one event. Agree on what you’ll collect, who creates missing assets, and whether submitting materials is part of your role. Keep the speaker informed without giving them another complicated system to manage. So, who do you know who could use a little less deadline stress before their next presentation? Explore Speaker-Material Coordination in Celebration Square at SideHustleGPS.com. Make other people look good. Sometimes, your work behind the scenes helps someone else step into the spotlight feeling ready.