Built for Rotary club speaker programs
Every July, your speaker program starts over. It shouldn't.
The relationships, the notes, the "let's have her back in two years" list — most of it lives in one person's inbox and memory. When their term ends, it's gone. SpeakerFlow Hub keeps all of it with the club, permanently, so the calendar stays full and the next program chair inherits a working program instead of a blank page.
Speaker management only. No dues, no attendance, no accounting, no club-management system to replace.
We import your existing speaker list, member list, and branding for you. You don't set anything up.
Watch the demo
See SpeakerFlow Hub in action.
A two-minute walkthrough of how your club finds, books, communicates with, and hands off speakers — without starting over every year.
If this sounds familiar, it isn't a you problem. It's a system problem.
Most Rotary speaker programs aren't really systems. They're a spreadsheet, an email inbox, a stack of business cards, a few text threads, and a lot of information stored in one person's memory. That holds together — right up until the program chair changes.
It's Tuesday and Thursday has no speaker.
So you call whoever answers, instead of whoever's best. Members notice the difference.
"Didn't someone already contact this person?"
Nobody can say for sure, because the conversation happened in a different inbox.
Your predecessor handed you a spreadsheet with eleven rows.
No phone numbers, no notes, no idea who already said yes, no, or “ask me next year.”
"Who was that great speaker we had two years ago?"
Somebody remembers the topic. Nobody remembers the name.
The same four emails, over and over.
Outreach, confirmation, reminder, thank-you. Twenty minutes each, every week — and the first thing dropped when the week gets busy.
Speakers judge the club by the logistics.
A vague email, no calendar invite, no reminder, no thank-you. That's the impression a community leader walks away with.
None of this is a lack of effort. It's that a year of work is stored somewhere it can't survive — one person's head.
Built for Rotary. Not adapted to Rotary.
SpeakerFlow Hub isn't trying to run your club. It solves one problem extremely well: running a consistently excellent speaker program.
What it does
- Speaker contacts, prospects, and past presenters
- The pipeline, the calendar, and the open dates
- Outreach, confirmations, reminders, thank-yous
- The weekly "who's speaking" email to members
- The complete history, preserved for the next chair
What it deliberately doesn't touch
- Dues, accounting, and payments
- Attendance and membership records
- Events, service projects, and volunteer signups
- Sponsorships and fundraising
- Anything your club already runs elsewhere
Keep ClubRunner, DACdb, or whatever your club already uses, exactly as it is. SpeakerFlow Hub sits beside it and handles the one part that keeps falling through the cracks. And because that's all it does, it stays simple enough that volunteers actually use it.
Know exactly where your speaker program stands.
No digging through email. No calling the previous chair. No wondering whether anyone followed up. Open SpeakerFlow Hub and see your next confirmed speaker, who's coming up, which dates are still open, which prospects are waiting on you, and where every potential speaker sits in the pipeline.
Thirty seconds should be enough to answer the only question that matters: are we covered?
From "we should invite them" to "they're confirmed."
- 01
FIND
Add prospects from member referrals, community connections, and past speakers. Photograph a business card and the details fill themselves in, or pull a speaker straight from the shared district directory.
- 02
FOLLOW UP
Move prospects through a visual pipeline — new, contacted, interested, scheduled, confirmed — so good opportunities stop disappearing into someone's inbox. Every prospect has a stage, a note, and a follow-up date.
Every prospect moves across the board — from first idea to confirmed date — so nothing quietly stalls. — click to enlarge - 03
BOOK
Schedule the speaker yourself, or send a private link and let them choose from your actual open dates. Confirmed, tentative, and open dates stay visible on the calendar months ahead.
A permanent directory of who has spoken, what they talked about, and how to reach them again. — click to enlarge - 04
COMMUNICATE
Outreach, confirmations, reminders, thank-yous, and member announcements — templated, editable, and logged, so you're not rewriting the same emails every week.
- 05
KEEP THE HISTORY
Every note, email, status change, and appearance stays attached to the speaker's record, so the club gets smarter instead of starting over.
Stop trading emails just to find a date.
You invite someone to speak. They ask which dates are open. You send three. None work. You send four more. Two of those are now taken. Three emails later, someone finally confirms.
There's a shorter version.
Send the speaker their private booking link. They see your club's real open dates, pick one, and fill in their own bio, headshot, topic, A/V needs, and contact details. Your calendar, pipeline, and speaker profile all update automatically. No double bookings, ever.
One invitation. One link. Booked.
Every speaker gets the same professional experience. Every week.
The people speaking at your club are community leaders, nonprofit executives, business owners, and more than a few future Rotarians. How your club handles their visit is part of your reputation, not just an admin task.
- Professional outreach
- clear confirmation
- meeting details
- automatic one-week reminder with a calendar attachment
- thank-you
That sequence happens every time, whether or not the week has been busy, because the templates are written and the reminder sends itself. Your members get the same treatment: a weekly announcement built from the speaker's own profile, showing who's coming and why it's worth showing up.
Built-in AI drafts introductions, bio summaries, outreach, thank-yous, announcements, and social copy — plus a promo graphic for every booking. You read and edit everything before it sends.
Picture your club five years in.
You don't just have this month's calendar. You have five years of past speakers, topics, member referrals, emails, notes, and follow-ups. You know who was excellent, who should come back, who cancelled, who's still worth another conversation, and which member introduced whom.
That information gets more valuable every year — which is exactly what a spreadsheet on somebody's laptop can never do.
Your speaker database stops being a chore and becomes a club asset.
And then comes the day the program chair changes.
The outgoing chair doesn't assemble folders, forward hundreds of emails, or try to reconstruct a year from memory. The incoming chair logs in and inherits upcoming speakers, open dates, active prospects, past speakers, follow-ups needed, the full archive, every note, every email record, and the complete relationship timeline.
The handoff becomes a fifteen-minute walkthrough instead of a year of rediscovery.
The next program chair never starts from scratch.
What it means for each person on your board
Program Chair
You always know which dates are covered, no lead falls through, and booking takes one link instead of a week of emails. At the end of your term you hand off a working program instead of an apology.
Club President
Full visibility without having to ask anyone, confidence that the next two months are worth attending, and a board-ready picture of the program available any time.
Secretary / Admin
One source of truth for speaker records, files, and correspondence, and accurate history for minutes and recognition.
PR / Communications Chair
Bios, headshots, and topics already in the system, drafted announcements and social copy, and the weekly member email out the door in a couple of clicks.
"Our program chair isn't very technical."
Good — that's who it was designed for. Large readable text, clear buttons, plain labels, few options per screen, and layouts that work on a phone. Most common tasks take two or three clicks. If someone can use email and a web browser, they can run their speaker program in SpeakerFlow Hub.
Don't clean up your spreadsheet. We'll do it.
Getting started shouldn't become another project for the program chair. Send us four things: your current speaker list or spreadsheet, your member email list, your club logo, and your meeting details.
We create the club, import your speaker history, load your branding, configure your meeting information, add your open dates, and invite your board. You log into a system that already knows your club.
Messy spreadsheet? Old records? Half the phone numbers missing? Send what you have. Messy is expected — cleaning it up is the job we're doing for you.
Not the one who signs off? Forward this.
Our speaker program currently lives in one person's spreadsheet and email, and it resets every time the chair changes. SpeakerFlow Hub is a shared system built specifically for Rotary speaker programs — one database of speakers and prospects, a calendar showing open dates months ahead, booking links so speakers pick their own date, automatic reminders and templated emails, and a handoff view so the next chair inherits everything instead of starting over. It doesn't touch dues, attendance, membership, or events, so nothing else about how we operate changes. It's one plan at $67/month plus a one-time $500 setup, where they import our existing speaker history, member list, and branding for us. The real benefit isn't this year — it's that we stop rebuilding the program from scratch every year after that.
One plan. Everything included.
$67/month
Plus a one-time $500 setup.
No tiers to compare, no per-user pricing, no add-ons. Every club gets every feature.
- Contact & speaker database
- Speaker pipeline & calendar
- Self-service booking links
- Outreach, confirmation & weekly member emails
- Automatic one-week speaker reminders
- District speaker directory
- AI writing — intros, bios, outreach, thank-yous, announcements
- AI promo graphics for every booking
- Business-card scan & AI-assisted member import
- Roles for your whole board
- Complete history preserved for the next chair
Monthly subscription — cancel any time. The setup fee is one-time.
A twelve-member club and a hundred-member club pay the same, because the problem is the same.
Why there's a $500 setup fee
Because we don't hand you empty software.
Setup is where your existing speaker history, member information, club branding, and meeting details become a working system. Past speakers, dates, topics, and notes come out of whatever files you have and go in properly, so your pipeline and archive are populated from day one.
The alternative — the one most software gives you — is an empty account and "good luck." That leaves setup to a volunteer who already has enough to do, and creates one more reason the system never gets fully adopted.
It isn't a fee to start. It's the work of getting your club's history in, done by us instead of by your program chair.
Questions clubs ask before they say yes
No, and it isn't trying to. Keep your current system for membership, dues, attendance, accounting, and events exactly as it is. SpeakerFlow Hub handles the speaker program only — the part those systems don't do well and that gets rebuilt every year.
We import it during setup as part of the $500 — speaker history, contacts, past dates and topics, and your member list. Send it however messy it is.
No. Each club has its own private workspace. Other clubs can't see your notes, emails, or relationship history. The district speaker directory is the only shared surface, and it holds speaker listings only.
Yes. Access is assigned by role — Admin, Program Chair, President, Communications Chair, and read-only Viewer — so people get exactly what they need and nothing they could break.
No. AI produces a draft; a person reviews, edits, and sends it. The only automatic message is the one-week speaker reminder, a standard courtesy email.
Give the incoming chair access. They inherit the calendar, prospects, contacts, history, notes, email records, and follow-ups. Nothing starts over. That's the entire reason the product exists.
Yes. It's a monthly subscription. The $500 setup is a one-time charge covering the work of getting your history in.
Especially for a small club. You may have fewer people available to share the workload, which makes preserving relationships and reducing administrative work even more important. SpeakerFlow Hub isn't priced according to club size, because the problem is the same at any size: every good speaker relationship is worth keeping, and every incoming chair deserves to inherit what the previous chair built.
Your club will have another program chair.
The only question is whether they'll start over.
The relationships your club builds shouldn't disappear because a term ended. Neither should your speaker history, your prospects, your notes, or the knowledge of who deserves an invitation back.
SpeakerFlow Hub turns the speaker program from something one volunteer temporarily manages into something the club permanently owns.
One place for every speaker. One system that stays with the club.
Bring your current spreadsheet. We'll show you exactly what it looks like once it's in.