Speaker Management Spreadsheet for Event Series

I'm looking for a comprehensive spreadsheet that will help me manage a speaker management system for an event series.

Excel Specification: Speaker Management System

Workbook Structure

Sheet 1: Dashboard

Quick overview of upcoming events

Key metrics (number of confirmed speakers, pending approvals, etc.)

Deadlines tracker

Budget utilisation summary

Monthly Event Sheets (Jan-Dec)

Each month that has events will have its own sheet containing:

Section 1: Event Details (Frozen Top Section)

Event Title

Date Range (usually 1-4 days for each event but 2 speaker days)

Venue

Location

Target Audience

Total Budget

Budget Remaining (formula-calculated)

Event Website URL

Section 2: Speaker Management Grid

Columns:

Speaker Name

Justification/Value Proposition

Proposed Fee

Home Airport

Status (Data Validation Dropdown)

Client Reviewing

Client Approved

Client Declined

Offer Extended

Speaker Accepted

Speaker Declined

Final Agreed Fee

Travel Requirements

Flight Class

Accommodation Needs

Ground Transport

Section 3: Availability Grid

Create a sub-grid showing dates of the event

Use conditional formatting for:

Green: Available

Red: Unavailable

Yellow: Tentative

Section 4: Session Details

Session Time

Format (Dropdown)

Keynote

In Conversation

Hybrid Delivery (short keynote rolling into a fireside)

Session Duration

Briefing Call Date

Briefing Call Status (Dropdown)

Scheduled

Completed

Rescheduled Needed

Section 5: Book/Publication Details

Book Title

Publisher Contact Name

Publisher Contact Email

Local Bookseller Contact

Book Order Status (Dropdown)

Technical Specifications

Conditional Formatting Rules

Status column: Color-coded based on selection

Budget tracking: Red when approaching/exceeding budget

Date-based highlighting for upcoming deadlines

Availability grid: Red/Yellow/Green system

Data Validation

Create dropdown lists for:

Speaker Status

Session Format

Flight Class

Briefing Status

Book Order Status

Formulas

Budget tracking

Running total of committed speaker fees

Remaining budget calculator

Percentage of budget allocated/remaining

Date calculations

Days until event

Briefing call scheduling windows

Travel time calculations

Protection and Sharing

Lock structural elements

Enable multi-user editing for specific ranges

Track changes functionality

Comment capability for client communication

Additional Features

Filter Views

Create pre-set filters for:

Confirmed speakers

Pending approvals

Upcoming events (next 30/60/90 days)

Budget status

Pivot Tables

Speaker utilisation across events

Budget allocation analysis

Event type distribution

Notes for Implementation

Use named ranges for easy formula reference

Include data validation to prevent errors

Create a backup system

Include version control tracking

Build in automated email notification triggers for:

Approaching deadlines

Budget thresholds

Status changes

Specific Event Considerations

Retreats Tab

Create a separate tab for retreat events with modified fields:

Smaller speaker roster

Different logistics requirements

Specialised session formats

Unique budget tracking needs

Combined Events

For combined events (e.g., Women in Leadership + EA/PA Summit):

Clear visual separation of budgets

Shared resource tracking

Combined timeline management