Last updated on Jul 27, 2024

Your keynote speaker drops out last minute. How do you salvage event logistics and keep the audience engaged?

Imagine you're at the helm of an eagerly anticipated live event when suddenly, your keynote speaker cancels. Panic sets in, but it's crucial to stay calm and act swiftly to keep the show on the road. In these high-pressure moments, your ability to adapt quickly can save the day and turn a potential disaster into a memorable success. By following a strategic approach, you can maintain control, engage your audience, and ensure that your event remains a highlight on the calendar.

1 Assess Options

Your first move is to evaluate your options for a replacement speaker. Consider promoting a guest speaker from within the event's lineup who has the charisma and expertise to captivate your audience. Alternatively, reach out to your network for recommendations or invite a local influencer who may be available on short notice. The key is to find someone who can provide value and maintain the event's momentum.

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JoAnn Klinedinst, MEd CPHIMS PMP DES CPTD CPDHTS LFHIMSS FACHE

VP, Content and Programming | HIMSS Global Conference | Informa Markets
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Long before the conference, develop a backup plan in case a situation arises. Life happens! Backup plans can include leveraging other speakers’ whose content is similar, scanning the list of attendees for alternatives, leveraging local resources, and engaging your Conference Education Committee if one exists. And I speak from experience, not a keynote per se, but other speakers where we ran multiple concurrent sessions. My conference was scheduled for early April in Atlanta. And it snowed! Air traffic was affected, some speakers were stranded so we implemented our backup plan. I even have attendees that are “at the ready” with a presentation should the unexpected happen. So expect the unexpected!

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George Pardos

GM, Tech Disposal Inc
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If someone pulls out last moment, and you need a speaker, call on a local athletic team. They usually have a coach or an athlete that easily fill in. If not, you can call the American Legion/VFW and they will have someone who can speak. Those options have netted the best back up plans, because athletes and vets have some of the best stories. Also, Toastmaster International can help with a speaker also.

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David Kaiser-Cross

Retired Executive Minister
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I like some of the suggestions others have offered on this page. If you have the ability and confidence to MC this section of the event, using the event topic, call conference attendees to a microphone to share their own ideas, experiences, and challenges. Absent a keynoter, good stuff might just be right there in the room.

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Tony Sosa

Writing poetry I have 3 books Cíelo Rojo, El Poeta Campesino y Que no muera la poesía
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When you are professional speaker your job is to follow your commitment to your corriere. If I want to get keynotes speaker I need to do research about the most responsible person

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2 Communicate Clearly

Communication is crucial in crisis management. Update your audience immediately about the change in plans, ensuring transparency and maintaining trust. Use all available channels—email, social media, and event apps—to relay the message. A sincere apology coupled with an enthusiastic introduction of the new speaker can go a long way in keeping your audience on board.

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JoAnn Klinedinst, MEd CPHIMS PMP DES CPTD CPDHTS LFHIMSS FACHE

VP, Content and Programming | HIMSS Global Conference | Informa Markets
(edited)
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For keynotes, it depends upon the situation. If a replacement is obvious, then you have no choice. So be honest and transparent. Recently, I had a volunteer who agreed to be “hacked” real time on stage. They backed out, we were able to identify a replacement but they had an emergency situation. Our keynote proceeded because she had the script built and the consent of the volunteer to proceed. Issue averted!

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3 Revise Schedule

With a new speaker stepping in, review and adjust the event schedule as needed. Ensure that the transition is seamless and that any changes are communicated to attendees promptly. If necessary, shuffle session times or extend breaks to accommodate the new setup. Your goal is to minimize disruption and keep the event flowing smoothly.

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4 Enhance Engagement

Without your star speaker, focus on enhancing audience engagement through interactive elements. Consider adding Q&A sessions, panel discussions, or workshops that encourage participation. These interactive moments can compensate for the change and keep your audience invested in the event's content.

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5 Embrace Flexibility

In the world of live events, flexibility is your best friend. Be prepared to make on-the-fly adjustments to the program, whether it's filling unexpected gaps with impromptu discussions or shifting focus to other event highlights. Your ability to adapt will reassure attendees that they're still in for a great experience.

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Franklyn François

Communications Guy | Social Media Content Strategy and Content Writing
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One thing I've found helpful in a pinch is to set up a panel. With a little effort, you can surface people who have experience in the field to talk at your event. And what's even better is sourcing questions from attendees with a Q&A portion. This could pay off nicely in that attendees get to help shape the topics covered. It can create more investment and buy-in too!

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6 Offer Compensation

Lastly, consider offering some form of compensation to acknowledge the inconvenience caused by the last-minute change. This could be a discount on future events, access to exclusive content, or even a simple token of appreciation. Such gestures show that you value your attendees' experience and are committed to providing quality service despite unforeseen challenges.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your keynote speaker drops out last minute. How do you salvage event logistics and keep the audience engaged?

1

2

3

4

5

6

7

1 Assess Options

2 Communicate Clearly

3 Revise Schedule

4 Enhance Engagement

5 Embrace Flexibility

6 Offer Compensation

7 Here’s what else to consider

Live Events

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Your keynote speaker drops out last minute. How do you salvage event logistics and keep the audience engaged?

1

2

3

4

5

6

7

1 Assess Options

2 Communicate Clearly

3 Revise Schedule

4 Enhance Engagement

5 Embrace Flexibility

6 Offer Compensation

7 Here’s what else to consider

Live Events

Rate this article

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