Managing the multi-session Speakers tab

Hosts can upload a CSV file with speaker information or manually add speakers. Hosts can also add, edit, and reorder speaker information in the Speakers tab of the event creation setup. Speakers will be able to speak in the sessions they are assigned to and will have their image displayed in the lobby People tab.

Notes:

• When you create and assign a speaker to a session, the speaker can bypass a meeting waiting room, and when Waiting Room is enabled for their meeting session (as long as the Users invited during the meeting by the host or co-hosts will bypass the waiting room option is selected).
• Speaker(s) will join the session as an attendee in a meeting session and a panelist in a webinar session.

Learn more about creating a multiple-session event.

This article covers:

• How to access the Speakers tab in Zoom Events
• How to add speakers
  • Add speakers manually
  • Add speakers through CSV upload
• How to edit speakers
• How to delete speakers
• How to search for speakers
• How to show speaker sessions
• How to sort speakers alphabetically
• How to reorder speakers
• How to invite a speaker to edit their speaker bio
• How to export a CSV file with speaker information
• How to batch import speaker photos

Prerequisites for managing the multi-session Speakers tab in Zoom Events

• Pro, Business, Enterprise, or Education account
• Zoom Events Unlimited license or Zoom Events Pay Per Attendee license
• Stripe or PayPal Business account is required to create paid events

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to access the Speakers tab in Zoom Events

1. Create a multi-session event or edit an upcoming event to access the event setup.
2. In the event creation flow navigation menu, click Event content, then click Speakers.
   The Speakers page will appear.

How to add speakers

Add speakers manually

1. Access the Speakers tab in the event creation flow.
2. In the top-right corner of the page, click Add speaker.
   The speaker's details page will appear.
3. Add the speaker information:
   • Speaker's Photo: Click + Upload to upload a speaker photo, then click Select an Image once you have selected a photo from the content library. Use JPG/JPEG/PNG files only. The recommended image dimensions are 160x160 pixels. The maximum image size is 15 MB. You can also use Zoom Events image generation.
     Note: If a speaker has an existing networking profile or Zoom profile, their avatar will be used as their speaker profile photo. Zoom Events will use an existing profile picture if one is associated with the speaker's email, and you can change this later. The existing photo will appear after the host adds a speaker.
     
     • To add custom alternative text:
       1. Under Speaker's photo, click Add description to add custom alternative text. This description will make it easier for everyone to access and understand the images uploaded.
       2. In the Image description box, add a description of your image.
       3. Click Save.
   • Speaker's Name: Enter the speaker's name.
   • Email Address: Enter the speaker's email to ensure that speaker roles receive important information and notifications regarding the event. After this event is published, an invitation will be sent to this email. The speaker will receive a speaker ticket to use for joining this event; the speaker must use this email address to join the event.
     Notes:
     • A speaker role is required to include an associated email address to ensure that all the speaker role users for an event can receive important information and notifications regarding the event.
     • The calendar invitations speakers receive are only for the specific sessions that they are assigned in the event.
   • Company Logo: Use JPG/JPEG/PNG files only. The recommended image dimensions are 160x160 pixels. The maximum image size is 15 MB.
   • Company Name: Enter the speaker's company name.
   • Company Website: Enter the speaker's company website URL.
   • Speaker Video: Add a video to showcase the speaker.
     Note: Maximum video length is 5 minutes. The maximum video size is 150 MB, MP4 files only.
   • Speaker's Title or Position: Enter the speaker's title or position.
   • Speaker's Biography: Write a brief biography about the speaker. You can personalize your event through branding elements, using the rich text editor for description fields in the event creation setup.
   • Social Presence: Enter their social media links.
   • Speaker Controls: Manage and view the speaker visibility controls in the editing panel.
     
     • Event landing page: Click the following toggles to enable or disable them:
       • Visible in Agenda: When enabled, this speaker will be visible in the event landing page's Agenda tab.
       • Featured: When enabled, this speaker will be featured on the event landing page.
       • Click Edit event landing page content settings to further control session visibility.
     • Lobby: Click the following toggles to enable or disable them:
       
       • Visible in Lobby: When enabled, this speaker will be visible in the event lobby.
       • Featured: When enabled, this speaker will be featured in the event lobby.
       • Click Edit Lobby configuration to further control lobby visibility.
4. Click Save.

Add speakers through CSV upload

You can add speakers by uploading a CSV file. New speakers will be added with the information provided. Existing speakers will be updated based on email address and secondarily by full name.

1. Access the Speakers tab in the event creation flow.
2. In the top-right corner, click the ellipsis , then click Add speakers through uploading CSV.
   A pop-up window will appear.
3. In the pop-up window, upload a CSV file by the following methods:
   • Click Choose Files to select the CSV file you want to import. After selecting a CSV file to upload, click Open.
   • Drag and drop a CSV file into the pop-up window to import your speaker information.
   • (Optional) Click Download sample file (.csv), fill out your speaker information, then upload it through the pop-up window.
4. (Optional) Select the Sync images from the content library to be speaker photos checkbox.

The event speakers will be displayed after the CSV file has been uploaded.

Note: New speakers will be added with the information provided. Existing speakers will be updated based on email address and secondarily by full name.

How to edit speakers

1. Access the Speakers tab in the event creation flow.
2. To the right of the speaker you want to edit, click the ellipsis , then click Edit.
   A panel will appear.
3. In the panel, edit the speaker's information.
4. Click Save.

How to delete speakers

1. Access the Speakers tab in the event creation flow.
2. To the right of the speaker you want to remove, click the ellipsis , then click Delete.
   A confirmation window will appear.
3. In the confirmation window, click Remove.

Once you remove a speaker, the speaker permissions will be removed for that user. The speaker will not receive an email or notification about being removed from the event.

How to search for speakers

1. Access the Speakers tab in the event creation flow.
2. In the search box, enter a speaker's name.
   Note: The search is also a fuzzy search, which matches an entered term closely instead of exactly. You can search by a partial name. Additionally, if you enter a few letters of a speaker's name, you can view all results that include those letters.

How to show speaker sessions

1. Access the Speakers tab in the event creation flow.
2. At the top of the page, select the Show associated session(s) checkbox to display each speaker's session name and session date and time.
   If a speaker is in multiple sessions, all their sessions will be displayed when you select this checkbox.

How to sort speakers alphabetically

1. Access the Speakers tab in the event creation flow.
2. In the top right corner, click the ellipsis , then click Sort Alphabetically.
   The speaker list will be sorted in alphabetical order.

How to reorder speakers

1. Access the Speakers tab in the event creation flow.
2. In the top right corner, click the ellipsis , then click Reorder Speakers.
3. To the left of a speaker, click and hold down on the six dots icon , then move the speaker to your desired location.
4. Once you finish reordering your speakers, click Done.

How to invite a speaker to edit their speaker bio

1. Access the Speakers tab in the event creation flow.
2. In the top right corner, click the ellipsis , then click Invite speaker to edit speaker bio.
3. Invite one speaker or multiple speakers to edit their speaker bios for your event.

How to export a CSV file with speaker information

1. Access the Speakers tab in the event creation flow.
2. In the top right corner, click the ellipsis , then click Export CSV.
   A CSV file will download with the event speakers' information.

How to batch import speaker photos

Hosts can bulk-match speaker images and session images from the hub content library. They can upload speaker images and session images to the content library and reference them during bulk upload. The platform will match speaker names and image names, automatically updating speaker photos and company logos, if matched. Hosts can include an optional image column in their CSV upload and reference images in the content library. A default aspect ratio crop is applied if the image doesn't match the specified ratio, requiring manual adjustment by the host.

Note: Uploaded media library content may be accessed by other members of your hub.

1. Access the Speakers tab in the event creation flow.
2. In the top right corner, click the ellipsis , then click Batch import speaker photo.
   A pop-up window will appear.
3. In the window, upload your images to the content library first.
   Images will be matched based upon the file name matching the first name and last name of the speaker (ex: {First name} {Last name}.jpg).
4. Search within the entire content library or choose a folder to search for specific content.
5. Click Match within content library.
   If matched, the speaker's photos will be updated.