A speakers bureau running every booking from inquiry to post-event survey

The challenge

The client runs a speakers bureau as part of a larger professional services firm. The bureau needed every booking, from the first inquiry to the final payment, to follow one dependable process.

The system we designed

We built the bureau’s booking operation in ClickUp, with Make.com connecting it to the website. Every engagement moves through one pipeline: inquiry received, speaker matching, outreach sent, speaker confirmed, proposal sent, client accepted, fully contracted, invoiced, and confirmed for the event.

Around the pipeline sit a speaker directory, a speaker-to-client match log and a speaker evaluation list for client satisfaction.

Key automations and integrations

• Website to pipeline: booking inquiries arrive from the bureau’s website by webhook and open an engagement.
• Speaker matching: candidate speakers are added from the directory.
• Outreach: speakers get the event brief and a link to an availability form.
• Agreements: speaker and client agreements are signed electronically by every party.
• Payment tracking: invoice and payout status, from deposit to final payment.
• Escalation: engagements can be escalated to a manager.
• Post-event survey: results post back to the engagement with their rating.
• Directory rollups: each speaker’s engagements, revenue and ratings.

The impact

• About 5 times faster booking administration, from inquiry to post-event follow-up.
• Follow-ups with speakers and clients go out automatically, without anyone chasing them.
• Every event is tracked in one pipeline, from the first inquiry to payment and the client’s rating.

Why it scales

Every booking follows the same pipeline, and the speaker directory gets richer with each engagement. Ratings and history make the next match faster and better informed.