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Speaker form and faqs

THANK YOU FOR YOUR SUPPORT IN CHANGING THE WORLD OF HOW WE MEET…

Do I need to register?

Yes. We will send you a speaker registration link in February 2025. If you are also planning on registering as a hosted buyer, exhibitor, or a different attendee type, we will ensure you also receive a speaker badge.

What happens if I can no longer attend my session?

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.

When is the deadline for all the information and presentations?

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 2025.

How should I provide my presentation before the show?

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.

What marketing collateral will I receive/can I share?

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, Custard: Emma@custardcommunications.com. 

Are speaker expenses covered?

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 also have access to the hosted buyer lounge for networking. You'll find all of the benefits that come from speaking at the show here. 

Are there live cameras at the show? Are they fixed or roaming?

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.

Will I be provided with attendee data?

Yes, as a thank you for your participation in The Meetings Show, you will be provided with the data of all attendees that have been scanned in to your session/s.

What is the stage/screen set? Are there comfort screens? Are there headsets for the 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.

I wish to feature on a panel – are you putting together something in which I can participate?

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

I need a moderator; do I need to provide one?

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.

Are videos with sound acceptable/compatible for my presentation?

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.

Can I run a live demo online during my presentation?

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.

What happens if my submission is unsuccessful?

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

The stages:

General stages

General stages

General stages

General stages

The Blank Canvas stage

The Blank Canvas stage

The Blank Canvas stage

The Blank Canvas stage

Submit your proposal:

Good luck!

Please complete the following mandatory questions (First Name - Telephone Number) and add your social media accounts if you would like to:
If being represented by an agency, please also complete the six questions below. If not, please proceed to the mandatory questions:
Mandatory questions:

Important notice for panel sessions only: if your session is a panel, please give us the names of your panellists below. If you have not chosen your panellists yet, please confirm you will give us the full details of your panel by April 2025. If your session is not a panel, please proceed to the presentation format question:

Important notice for all submissions: all presentations MUST be uploaded into our system by you before the show, and by the deadline provided. This is to ensure they are loaded for the show and formatted correctly. Any late presentations may not be accepted and on the day presentations will not be permitted

Please select the preferred time of your session. We will do our best to accommodate your preferences. Please note that you may not get your first or second choice, so be prepared with your diary!

Click 'Upload' button to change image/file.

Click 'Upload' button to change image/file.

Click 'Upload' button to change image/file.

Click 'Upload' button to change image/file.

Click 'Upload' button to change image/file.

Before submission, please confirm that you have read and understood our FAQs

Key dates for your diary:

  • 17 January – Submissions Close

  • Before 28 February – Confirmation of speaker session & speaker registration links sent

  • 10 April – Deadline for all panellist and session content

  • 12 June – Deadline for presentation/tech uploads (links to be provided)

  • 25-26 June – The Meetings Show 2025

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