How can you ensure speakers arrive on time?

1 Set clear expectations

Before you invite or confirm any speakers, make sure you have a clear idea of what you want them to talk about, how long they have, and what format they should use. Provide them with a detailed speaker agreement that outlines the conference goals, theme, audience, schedule, deadlines, and policies. Ask them to sign and return the agreement as soon as possible, and keep a copy for your records.

2 Communicate regularly

Don't assume that once you have the speaker agreement, you can forget about the speakers until the conference day. You need to maintain regular communication with them to ensure they are on track, prepared, and informed. Send them reminders of the deadlines for submitting their slides, bios, and other materials. Check in with them periodically to see if they have any questions, concerns, or changes. Confirm their travel and accommodation arrangements, and provide them with directions and contact information. A week before the conference, send them a final confirmation email with the agenda, venue details, and emergency numbers.

3 Provide support and feedback

Your speakers are not just delivering content, they are also representing your conference and your brand. You want them to feel confident, comfortable, and valued. Offer them support and feedback throughout the process, and especially on the conference day. Assign them a speaker liaison who can assist them with registration, orientation, equipment, and troubleshooting. Provide them with a speaker room where they can relax, rehearse, and network. Give them constructive feedback after their presentation, and thank them for their contribution.

4 Anticipate and prevent problems

Even with the best planning and communication, things can go wrong. Speakers can get sick, stuck in traffic, or face technical glitches. You need to anticipate and prevent these problems as much as possible, and have a backup plan in case they happen. Ask your speakers to arrive at least an hour before their scheduled time, and have their slides and materials ready in advance. Test the audiovisual equipment and the internet connection before the conference, and have spare devices, cables, and batteries on hand. Have a contingency plan for replacing or rescheduling speakers who cancel or are late, and inform the attendees of any changes.

5 Reward and follow up

Your speakers are not only delivering value to your attendees, but also to you and your conference. You want to reward them for their time and effort, and encourage them to stay connected with you and your community. Depending on your budget and preferences, you can offer them monetary or non-monetary incentives, such as free registration, travel reimbursement, gift cards, books, or certificates. You can also follow up with them after the conference, and ask them for feedback, testimonials, referrals, or future collaboration.

6 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?