SPEAKER FAQS

Yes. We will send you a registration link by late March 2026.

Please note: There is no separate Speaker registration form for 2026. Instead, you’ll be asked to register as a Hosted Buyer, Visitor Buyer, Visitor Supplier, Press, or Exhibitor. You will then receive a dual badge onsite, indicating your registration type, as well as your role as a Speaker at the show.

We need written confirmation no later than 21 days before the show unless there are exceptional circumstances. No shows, or cancellations after this time will be expected to find a suitable replacement for their session, or subject to a £250 cancellation fee, payable to Meeting Needs, the industry charity.

If you can provide as much relevant information during the submission process, we would be grateful. If not, we will provide deadlines upon confirmation of your speaker session in February 2026.

We can only guarantee that Powerpoint will run on our laptops. If you want to use an online-based option (Menti, Google Slides, Canva etc), we will always do our best to facilitate this, but cannot make any guarantees as these rely on Excel London's internet. We also cannot guarantee the clickers will work with other formats. 

You will be sent a link approximately one month before The Meetings Show, from our AV provider, Aztec, to upload your presentation to. This ensures that it is ready for you when you arrive onsite.

Please note: Presentations cannot be uploaded onsite, and late submissions may not be accepted unless in exceptional circumstances.

You will receive personalised speaker assets that you can use across your social media, email, and websites to promote your session/s at the show. 

If you'd like to discuss promotional opportunities for your session, please reach out to our PR team, Davies Tanner: tms@daviestanner.com. 

No. Expenses related to travel and accommodation are NOT covered by the show. Onsite, we provide a speaker green room with food and beverages as well as complimentary registration for the show. You'll find all of the benefits that come from speaking at the show here. 

Yes, there are roaming cameras at the show, capturing the footage from some sessions to use in our highlights video post-show. 

There is also the possibility of some sessions being livestreamed, but this will be confirmed with the relevant speakers ahead of the show if so.

In line with GDPR regulations, we are unable to share attendee data directly with speakers. However, you are very welcome to include a lead magnet or call-to-action within your presentation (such as a QR code, link, or sign-up incentive) to encourage attendees to connect with you and share their details voluntarily. This ensures you remain fully compliant while still building valuable connections with your audience.

The two main stages will use a fabric set with 1 x mounted screen on the backdrop, a stage and seating. You will have access to a laptop at your lectern which you can use as your comfort monitor/for notes.

The Blank Canvas stage will be within an inflatable dome, with a screen, but there will be no comfort monitor on this stage as it is more of an interactive area. 

There will be optional headsets for all attendees to use on each of the three stages.

You can see what our stages typically look like here.

We do not put together panels. Any panel format needs to be submitted by you, and panellists are the responsibility of the session owner.

No, we can provide a professional moderator to support your session, please inform us when your session is confirmed, and we will put you in touch with them.

Videos with sound are suitable. Usually they’d need be integrated/embedded into the powerpoint so that when you click on the next slide the video plays automatically.

Yes. We love live. Please ensure that you have given us as much information in the call for speaker submission to ensure we can accommodate. Live demos will be featured on our Blank Canvas stage.

We welcome all applications, so even if your session isn't successful initially, we will add you to a waitlist, and will be in touch if a space becomes available.