Speaker Booking & Agenda Coordinator
Location
51 Park West Enterprise Centre, Dublin 12
Salary
€30,000 to €35,000 per year, depending on experience
Job type
Full-time, permanent
Reports to
Department Head
Working arrangement
Office based on Monday, Tuesday, Thursday and Friday. Work from home on Wednesday.
Normal working hours
Monday to Thursday, 8.30am to 5.00pm. Friday, 8.30am to 4.00pm.
Event work
The role is based onsite at assigned events in Ireland and the UK. Event hours may vary according to the event schedule and operational requirements.
Bank holiday Fridays
3.00pm finish on Fridays before bank holiday weekends, business permitting.
Travel
Travel to and attendance at assigned company events in Ireland and the UK is required.
About Ingenious Media
Ingenious Media organises a growing portfolio of B2B conferences and exhibitions across Ireland and the UK. Our events bring together senior professionals, industry experts, technical specialists, policymakers and business leaders from sectors including manufacturing, construction, infrastructure, energy, aviation, pharmaceuticals, medtech, life sciences and food production.
About the role
We are recruiting a highly organised and confident Speaker Booking & Agenda Coordinator to contact, book and confirm high-quality speakers for our events and coordinate the speaker process through to delivery.
The majority of this role involves telephone calls, personalised emails, LinkedIn messages and professional follow-up. You will reconnect with successful past speakers, invite them to participate in the next event and convert suitable contacts into confirmed speakers. You will also research and approach new industry voices whose expertise, experience and topics will encourage delegates to attend.
Once speakers are confirmed, you will gather and check their professional profiles, publish their details on our websites, coordinate speaker promotion, maintain accurate agendas and collect presentations to an agreed timeline. This role requires excellent communication, strong organisation, careful attention to detail and the confidence to manage a large number of contacts and deadlines at the same time.
Day-to-day responsibilities
Speaker outreach, booking and confirmation
Contact previous speakers by telephone, email and LinkedIn to invite them to participate in upcoming events.
Build professional relationships with returning speakers and encourage suitable contributors to take part in future events.
Research and identify new speakers, panellists and moderators from relevant industries.
Approach prospective speakers through calls, personalised emails, LinkedIn and professional networks.
Clearly communicate each event’s audience, themes, format and the value of participating.
Follow up consistently and professionally until a clear response is received.
Convert suitable prospective speakers into fully confirmed participants.
Work towards agreed outreach, follow-up and confirmed-speaker targets.
Maintain an accurate pipeline of past speakers, new prospects, active conversations and confirmed participants.
Speaker profiles and onboarding
Secure clear written confirmation from each speaker.
Send confirmation information, speaker forms, deadlines and preparation requirements.
Gather each speaker’s correct professional title, company name, biography, headshot, presentation title and contact details.
Check that all information is accurate, complete and suitable for publication.
Follow up promptly where information, approval or materials are outstanding.
Answer speaker questions and provide clear, accurate information throughout the preparation process.
Keep detailed records of every contact, response, confirmation and outstanding requirement.
Website updates and speaker promotion
Upload confirmed speaker profiles, photographs and presentation details to the relevant event websites.
Update speaker information promptly when professional titles, companies, headshots or presentation details change.
Prepare and publish speaker announcement posts on LinkedIn and other relevant social media channels.
Ensure speakers and their organisations are correctly named and tagged.
Share and engage with relevant posts from speakers and their organisations.
Coordinate with the marketing and graphic design teams so speaker announcements are accurate and published to schedule.
Agenda coordination
Build and maintain event agendas using confirmed speakers and approved event themes.
Ensure each agenda contains a strong mix of credible industry voices, practical case studies and topics that will attract delegates.
Review speaker line-ups to identify missing topics, sectors, experience or perspectives.
Research and secure additional speakers where programme gaps remain.
Arrange speakers into suitable stages, sessions, panel discussions and time slots.
Keep working agendas accurate and up to date as speakers are added, changed or replaced.
Work closely with marketing, web and graphic design colleagues to ensure agendas are designed, updated and published by the required deadlines.
Check that website, print and promotional versions of each agenda contain consistent information.
Respond quickly to cancellations and secure suitable replacement speakers where required.
Presentation management
Communicate presentation requirements and deadlines clearly to all speakers.
Gather speaker presentations according to the agreed event timeline.
Follow up consistently on outstanding presentations.
Check that presentations are supplied in the correct 16:9 format and that speaker details match the published agenda.
Maintain accurate records of presentations received and still outstanding.
Coordinate completed presentations with the relevant event and audiovisual teams.
Escalate delays or concerns early where a speaker may not meet an agreed deadline.
Event preparation and event-day support
Send speakers their final agenda position, arrival time, venue information and practical event details.
Arrange preparation calls for panel members and moderators where required.
Prepare speaker lists, running orders and relevant event documentation.
Attend assigned events in Ireland and the UK.
Work onsite at assigned events, where hours may vary according to the event schedule and operational requirements.
Welcome and check in speakers, confirm attendance and direct them to the correct stage or preparation area.
Contact speakers who have not arrived at the expected time.
Work with the event and audiovisual teams to help keep the programme running to schedule.
Respond calmly and professionally to last-minute speaker, timing or agenda changes.
What we are looking for
A confident communicator who is comfortable making a high volume of professional telephone calls.
The ability to write clear, personalised and persuasive emails and LinkedIn messages.
Strong relationship-building skills and confidence communicating with senior professionals.
Excellent organisation and time-management skills.
The ability to manage several event programmes, speaker pipelines and deadlines simultaneously.
A proactive approach to follow-up and the persistence to progress conversations to a clear outcome.
Strong research skills and an aptitude for identifying credible and engaging industry voices.
Good judgement when assessing whether a speaker or topic will appeal to a professional audience.
Excellent attention to detail when handling names, professional titles, company details, biographies, agendas and presentations.
The ability to maintain accurate records and clearly track outstanding actions.
The confidence to take ownership of assigned events and speaker targets.
A positive, collaborative and solutions-focused approach when plans change.
Relevant experience
Applicants should ideally have at least one year of experience in an outreach, relationship management, recruitment, events, communications or business development role. Relevant backgrounds may include speaker booking, recruitment, conference coordination, public relations, account management, journalism, editorial research or outbound business development.
Direct speaker-booking experience is beneficial but not essential. Strong communication, research, follow-up and organisational skills are the most important requirements.
Systems and technical skills
Microsoft Office and Google Workspace.
Google Sheets, CRM systems or structured contact databases.
LinkedIn for professional research, outreach and speaker promotion.
WordPress or another website content management system.
Social media platforms, particularly LinkedIn.
Zoom, Microsoft Teams or similar video meeting platforms.
We use AI tools, including ChatGPT and Claude, to support research and content workflows. The successful candidate should be willing to learn and use these tools responsibly while checking all information for accuracy.
What we offer
Work from home every Wednesday.
Normal Friday finish at 4.00pm.
3.00pm finish on Fridays before bank holiday weekends, business permitting.
Free onsite parking.
In-house training and support.
Opportunities to attend major business events in Ireland and the UK.
Approved event-related travel and meal expenses.
Professional development and opportunities for career progression as the company grows.
A collaborative working environment where initiative, strong performance and consistent delivery are recognised.
How to apply
Please email your up-to-date CV and a short cover note directly to [email protected]
Your cover note should briefly outline your experience of telephone, email or LinkedIn outreach, how you organise contacts and competing deadlines, and why you would be effective at identifying and booking speakers for our events.
We are receiving a high volume of applications. Shortlisted applicants will be contacted directly within one week of receipt of their application. Due to the volume received, we may not be able to respond individually to applicants who are not shortlisted.
Applicants must be able to commute to our Dublin 12 office on Monday, Tuesday, Thursday and Friday, work from home on Wednesday, and attend assigned company events onsite in Ireland and the UK. Event hours may vary according to the event schedule and operational requirements.
Ingenious Media | Speaker Booking & Agenda Coordinator |
Pay: €30,000.00-€35,000.00 per year
Benefits:
- Company events
- On-site parking
Ability to commute/relocate:
- DUBLIN 12, County Dublin: reliably commute or plan to relocate before starting work (required)
Experience:
- relevant: 3 years (required)
Language:
Location:
- DUBLIN 12, County Dublin (preferred)
Willingness to travel:
Work Location: In person
