How do you manage last-minute speaker cancellations?

1 Have a backup plan

The first thing you need to do is to have a backup plan for every speaker slot. This means having a list of potential replacement speakers who are relevant, available, and willing to step in at short notice. You can use your network, your speakers' network, or online platforms like SpeakerHub to find and contact backup speakers. You should also have a contingency budget for any extra fees or expenses that may arise from changing speakers.

3 Be flexible and creative

The third thing you need to do is to be flexible and creative with your conference agenda. You may need to adjust the timing, format, or order of your sessions to accommodate the new speaker. You may also need to modify the content or objectives of your sessions to match the new speaker's expertise and style. You can use interactive tools like Slido or Mentimeter to get feedback from your attendees and adjust your sessions accordingly. You can also use pre-recorded videos, podcasts, or webinars as alternative sources of content for your sessions.

4 Show appreciation and empathy

The fourth thing you need to do is to show appreciation and empathy to your speakers and attendees. You should thank your speakers for their cooperation and professionalism, and offer them some incentives or recognition for their contribution. You should also thank your attendees for their understanding and patience, and offer them some compensation or benefits for their inconvenience. You can use surveys, feedback forms, or testimonials to collect and share positive feedback from your speakers and attendees. You can also use gifts, vouchers, or discounts to reward your speakers and attendees.

5 Learn from the experience

The fifth thing you need to do is to learn from the experience and improve your conference organization skills. You should evaluate the impact of the speaker cancellation on your conference goals, budget, and reputation. You should also identify the causes and the solutions of the speaker cancellation, and document them for future reference. You should also seek feedback from your speakers, attendees, and partners on how you handled the speaker cancellation, and what you can do better next time. You should also update your speaker contracts, policies, and procedures to prevent or minimize speaker cancellations in the future.

6 Share your insights

The sixth thing you need to do is to share your insights and best practices with other conference organizers and the wider community. You should write a blog post, a case study, or a webinar on how you managed last-minute speaker cancellations, and what you learned from it. You should also join online forums, groups, or events where you can exchange tips and advice with other conference organizers who face similar challenges. You should also contribute to the knowledge and the reputation of the conference industry by sharing your insights and best practices with the media, the academia, or the public.

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?