Speaker Brief Template: Coordinate Preparation and Availability in Finta

Give every speaker one reviewed brief containing the audience, session purpose, format, timing and open questions. Keep availability and preparation attached to the speaker relationship so an accepted invitation does not become a scramble for materials.

This workflow begins after you have a real session idea and an authorized invitation process. It is not a general event-planning guide or a promise that Finta books speakers automatically.

1. Build the speaker brief

Copy this original template before asking about availability:

Brief field	What the speaker needs
Audience	Who will attend and what they already know
Session outcome	What attendees should understand or be able to do
Format	Interview, discussion, workshop or presentation
Time	Proposed date, time zone and speaking duration
Preparation	Questions, slides or materials requested
Logistics	Location or approved joining details
Recording and reuse	What requires separate permission
Contact	The person responsible for changes
Still open	Fees, travel, permissions or format questions

Store approved source materials in Documents. Do not treat a public biography as permission to reuse a headshot, record a talk or change its published description.

2. Track the relationship and decision

Add the speaker to Finta CRM when you are authorized to retain the information. Suggested categories are Invited, Exploring, Confirmed, Brief reviewed and Follow-through complete.

Keep proposed times separate from confirmed times. If you offered two alternatives, record both as proposals until the speaker chooses one. Manually confirm your calendar or event system; this recipe does not promise an integration with a venue-booking service.

3. Assign a focused Aurora job

Prepare a speaker brief from the approved session outline and this conversation. Separate confirmed details, proposed details and unanswered questions. Draft a concise availability note. Do not invent biography claims, agree to fees, confirm dates, grant recording rights or send a message. Return the draft and the decisions I need to make.

Aurora can assemble available relationship and document context. The event owner reviews the brief and approves any outgoing communication.

4. Work through a fictional schedule change

A speaker agreed to a workshop, but the organizer has not confirmed whether it will be recorded. A second message proposes moving the session by one hour.

The useful update is “format agreed; time change proposed; recording permission unresolved.” It is not “speaker fully confirmed.” Ask one message that names both open decisions, then update the relationship after receiving the answer.

Item	State	Owner
Workshop format	Agreed	Session lead
Revised start time	Proposed	Scheduling owner
Recording permission	Unresolved	Event owner
Final brief	Awaiting review	Speaker and session lead

5. Verify the final preparation packet

Before the session, confirm the current brief, start time and time zone, materials, contact person and approved recording arrangement. Use a short version for the speaker and an operations checklist for the team. Do not bury the key change in a long thread.

Afterward, record the agreed thank-you, materials-sharing or follow-up action. If there was no agreement to circulate slides, ask rather than assuming.

Failure checks: stop if the date is unconfirmed, the latest brief contradicts the thread or requested reuse lacks permission. A draft is not a booking receipt.

For a broader student event, use our campus-event guide. For conversation preparation, use meeting prep. This workflow owns the narrower speaker-brief and availability handoff.