Speaker material collection
Automatic reminders for speakers to upload slides
Slides in one inbox, bios in another, and a deadline approaching. Give each speaker one personal upload link and follow up with the people who still need to send materials.
5 contributors free · paid plans from €79 per event · no subscription
Before the deadline
The default 7 / 3 / 1-day cadence applies to active events with automatic reminders enabled. Submitted and approved entries are left out.
From your deadline to the final ZIP
Set clear requirements once. Keep collection, follow-up and review in the same event.
- 1
Set the deadline
Create your event, choose its language and define the required fields for slides, a biography and a headshot.
- 2
Add your speakers
Add people individually or import a CSV with email, firstName, lastName, role and optional company.
- 3
Send a personal upload link
Kolekit emails each contributor a magic link. Speakers can supply their materials without creating an account.
- 4
Remind the outstanding submissions
At 7, 3 and 1 day before the deadline, reminders go to submissions still pending or needing changes. The email includes the event, deadline and upload link.
- 5
Review the materials
Approve a submission or request changes with a comment. A submitted entry is not reminded unless it is marked as needing changes.
- 6
Download approved files
Export approved uploads as a ZIP. Ask speakers to use a consistent naming pattern before uploading, such as Lastname_Firstname_Field.ext.
A reminder speakers can act on
Example based on the standard English reminder. Names, event, deadline and link are filled for each recipient.
Read the guide with three copyable email templatesSubject: Reminder: Autumn Summit — Materials needed
Hello Alex,
This is a friendly reminder that we’re still waiting for your materials for Autumn Summit.
Upload Materials NowDeadline: October 29, 2026
Thank you!
Using pretalx or another CFP tool?
Many call-for-proposals tools focus on selecting talks and building a schedule. The pretalx community has also asked for reminders to speakers who have not uploaded slides. Kolekit can sit alongside your CFP workflow for asset collection: bring over your contributor list, collect the files and review them in one place. This is a separate workflow, not an automatic pretalx integration.
Read the community request: pretalx #2514Questions before your next deadline
Do speakers need an account?
No. Each contributor receives a personal upload link by email and can submit materials without signing in. Treat the link as private and share it only with its intended recipient.
Which languages do reminders use?
Reminder emails support English, German and Spanish. The language comes from the event’s selected locale, not the recipient’s browser language.
Who gets a reminder, and when?
The default reminder schedule is 7, 3 and 1 day before the event deadline. Only pending submissions and those marked as needing changes are included, for active events with reminders enabled. Submitted or approved entries are excluded. Reminders concern the submission as a whole, rather than listing individual missing files.
Can I stop reminders?
Submitted and approved entries automatically stop receiving reminders. There is currently no organiser-facing pause switch. If you need reminders paused for an event, contact support@kolekit.com before the next scheduled reminder.
What does it cost?
Start free with 5 contributors per event. Paid per-event plans are €79 for 25 contributors, €149 for 100 and €249 for 500. There is no monthly subscription.
What about GDPR and EU hosting?
The application is configured for Vercel’s Frankfurt region. That does not by itself establish the location of the database, uploaded files or email processing. Ask support for current hosting and processing details, and review the privacy information before collecting personal data.
Make the next reminder the useful one.
Give speakers a clear deadline and one place to send their materials.
Start free