It’s the day of the event, and everything is ready. The food is ready; the layout is ready, the lighting and sound equipment are ready. There’s just one problem.
Your speaker canceled.
Having a last-minute no-show is one of the greatest fears of event planning. If you booked your speaker through an entertainment agency, chances are the agency will have a replacement on hand in the case of this exact emergency—but if you booked directly with the speaker, you are left at their mercy if they choose to cancel.
It’s a smart idea to have a backup plan. Here are a few ways to ensure that a canceled speaker doesn’t leave an uncomfortable silence at your event.
Include a Secondary Speaker in the Contract
You might consider including a clause in the conditions of your speaker’s contract: they must be accompanied by an associate who can provide the speech in their place if necessary.
Scout Out Local Speakers Beforehand
Long before your event, contact your event’s city convention and visitors bureau to build a list of potential local speakers you can fall back on should the need arise. You can also look at nearby universities for academic speakers who can present topics that coincide with your event’s mission and will be well-received by your audience.
Plan a Backup Activity
If no speaker is available, have a backup activity prepared to engage the audience and maintain their interest. Consider various teambuilding activities or a question-and-answer session with the moderator that will invite discussion on the event’s primary focus.
Check In With Your Speaker
Stay in contact with your speaker well before the event and be aware of any situations that may cause them to cancel. This initiative will give you fair warning if something might come up, giving you time to set those contingency plans.
Sometimes events don’t go as planned, and a speaker will be unavailable to present. Always make the proper preparations so you aren’t left scrambling to fill time when the unexpected happens.
Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the entertainment and event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/