I am co-organizing a conference that will take place virtually on Mar 13, 2023. We invited the speakers and they confirmed their participation in Nov, 2022. Now, we sent them a form that collects their talk info + bios + photos, and a consent form to sign in Jan. and some of them have not submitted their info yet nor emailed us the signed consent form until now.
We sent a reminder on Feb 2 and they have not submitted the data yet! - I know that professors are busy but also this is putting a lot of stress on us, "the organizers", the registration for the event ends on Mar 9!
It is a volunteer conference so we offer no honorarium to the speakers and maybe that is why they are not taking it seriously but we (the organizers) are taking our volunteering work seriously and we care about the details!
I am uncomfortable asking them again to submit their info. What advice do you have for me?
Those who are late on submission are old professors and probably busy, and I am a graduate student.
And also, how to write an effective but gentle reminder email to the professors who are late on submission?
Here is what I came up with:
Hope this email finds you well. We are very excited that (conference name) is approaching and we cannot wait to meet you all!
Could you please fill out these forms and email us the consent form if you have not done so at your earliest convenience ideally before the end of Feb? - Registration closes Mar 9.