Conference organizers waste weeks sending cold emails to wrong researchers — emails that get ignored, flagged as spam, or damage your event's credibility. SpeakerSuggest changes that.
We use AI and live PubMed data to identify scientists who are actively publishing in exactly the topics your sessions cover — then generate personalized, publication-grounded invitation drafts that get opened, read, and accepted.
THE CHALLENGE EVERY CONFERENCE ORGANIZER KNOWS
Every conference organizer has sent hundreds of speaker invitation emails. Most go unanswered. Some bounce. A few researchers reply — angry that they were invited to speak on a topic completely unrelated to their work. And slowly, your event gains a reputation it doesn't deserve: another mass-marketing conference operation.
When invitation emails are not grounded in what the researcher actually works on, they look like spam. Academics receive dozens of conference invitations every week. A generic email with no reference to their specific publications goes straight to the bin — or worse, gets reported.
Searching Google or LinkedIn for speakers produces names that sound relevant but may not match your session depth. You end up inviting cardiologists to genomics sessions, or pediatricians to oncology panels. The resulting programme lacks focus.
A single conference with 5 sessions and 10 target speakers per session means identifying and qualifying 50 researchers — minimum. Done manually, this takes 2 to 4 weeks with no guarantee of quality or personalization.
Acceptance rates drop to under 5% when outreach is untargeted. That means 95 emails sent for every confirmed speaker. Your team burns time, morale drops, and the programme suffers.
Researchers quickly identify low-quality outreach. Vague topics, no personalization, and poor structure trigger immediate distrust. Once flagged, no follow-up email will fix it.
Inviting speakers without considering geography signals poor targeting. Regional relevance matters — yet most outreach ignores it entirely.
Average acceptance rate for untargeted outreach
Average time spent on manual research
Researchers ignore non-personalized invitations
HOW WE SOLVE IT
SpeakerSuggest was built by conference organizers who faced this problem firsthand — and solved it. We combined
8 years of conference operations expertise with a custom AI pipeline trained on PubMed, the world's largest
database of peer-reviewed scientific literature.
The result: a service that identifies the scientists who are genuinely working in your session's exact topic
area, ranks them by relevance and engagement, and generates invitation emails that cite their actual recent
publications — making every outreach feel personal, because it is.
Every speaker recommendation is backed by real published papers from the world's most trusted biomedical database — not LinkedIn profiles or conference bios.
Our custom LLM pipeline classifies each researcher by session topic, publication recency, h-index, and geographic location — producing a ranked shortlist, not a raw data dump.
For each researcher on your shortlist, we generate a tailored invitation email that references their specific recent papers — the single most powerful factor in academic outreach response rates.
THE PROCESS
You fill out our structured Event Submission Form with your conference name, dates, location, session topics, session descriptions, target audience seniority level, geographic preferences, and any speakers you already have confirmed. The more detail you provide, the more precisely we can match.
Our team maps each session to precise MeSH terms and biomedical keyword clusters. This taxonomy becomes the search blueprint for the AI pipeline. For complex sessions, we consult with you before proceeding.
Our pipeline queries 40M+ papers and extracts first and senior authors publishing in your topic area within the past 3 years — including affiliation, country, and research signals.
Our model analyzes each author’s publication profile and ranks them by relevance, recency, and geography — ensuring precise session alignment.
Within 24–48 hours, you receive a structured Excel report with ranked speakers plus personalized invitation drafts citing their actual publications — ready to send.
Typical turnaround time: 24–48 hours from submission to delivery. For large events (10+ sessions) or urgent timelines, contact us for a custom schedule.
WHAT WE OFFER
All services are delivered as structured reports and ready-to-use email drafts. No subscription required — you pay per event.
Best for: Keynote & oral presenter shortlisting
Ideal for: Organizers who need qualified names fast.
Best for: Keynote outreach
Ideal for: Maximizing acceptance rates.
Best for: Filling your pipeline
Ideal for: Building full conference funnel.
Best for: Journals & research offices
Ideal for: Editorial and grant teams.
Services are priced per event. No retainer, no subscription, no hidden fees.
Pricing depends on number of sessions, outreach depth, and personalization level. Submit your event to receive a quote within 24 hours.
Indicative range: €300 – €1,500 per event
OUR DIFFERENCE
There are tools that let you search for speakers. There are LinkedIn databases and agency rosters. SpeakerSuggest is none of those things. It is a custom research pipeline built specifically for the scientific conference space — by people who have run conferences — to solve a problem no general-purpose tool was designed for.
Created with 8+ years of experience running scientific events. We know what a useful shortlist looks like — because we've used thousands.
Our system uses PubMed — 40M+ peer-reviewed papers — filtered by recency, relevance, and subfield precision far beyond web search.
Trained across real conferences, our system distinguishes nuanced roles like clinical vs translational researchers — avoiding generic AI errors.
Emails are generated from actual publications — not templates — leading to significantly higher open and response rates.
Designed to avoid every red flag researchers associate with spam conferences — protecting your credibility.
Deep understanding of European conference ecosystems — geography, travel patterns, and academic culture.
| Feature | Manual Search | SpeakerSuggest AI |
|---|---|---|
| Time to speaker list | 2–4 weeks | 24–48 hours |
| Data source | Google / LinkedIn | PubMed (40M+ papers) |
| Relevance accuracy | ~50–60% | ~85–92% |
| Personalization | Generic emails | Publication-based |
| Geographic targeting | Random / none | Precision filtering |
| Predatory risk | High | Low |
| Scale | Limited | Mass processing overnight |
You run 2–10 scientific or medical conferences per year. You have a small programme team and a large outreach challenge. You want a faster, smarter way to fill your programme with credible researchers — without hiring a dedicated analyst.
You manage an annual congress and need respected plenary and invited speakers. You require a service that understands your scientific depth and community expectations.
Your reviewer pool is limited while submissions grow. You need qualified reviewers with recent publications — and no conflicts of interest.
You manage grant applications requiring external peer review. We deliver conflict-screened, ranked reviewer shortlists in 48 hours.
You need to identify key opinion leaders in a therapeutic area. Our reports provide a structured view of who is publishing, what they are working on, and where they are based.
SOCIAL PROOF
PubMed is the world's largest database of biomedical literature with 40M+ peer-reviewed papers. It allows us to identify researchers actively working in a topic based on real publications — not profiles or bios.
Google returns mixed, unstructured results. Our system uses PubMed data classified by your session taxonomy and ranked by relevance and recency — producing far higher-quality matches.
Conference details, session descriptions, speaker seniority, geographic preferences, and confirmed speakers. Our structured form captures everything efficiently.
Standard delivery is 24–48 hours. Larger or urgent events can be handled with custom timelines.
No guarantee is possible, but our personalized, publication-based outreach typically achieves 2–4x higher response rates than generic templates.
Our expertise is in medical and life sciences, but we can support other scientific fields on request.
Yes. Reports are ready to use, and email drafts require minimal customization before sending.
We offer one free revision with refined parameters to ensure high relevance.
Yes, we can sign confidentiality agreements before you share sensitive event details.
Fill out the Event Submission Form below. You’ll receive a confirmation and quote within 24 hours.
GET STARTED
Fill in the details below as completely as possible. All submissions are treated as confidential.
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