You're managing a conference session. How do you address unexpected speaker accommodation requests?

Prioritise this concern. Accommodation subcommittee, need to sort this out and convince the speaker of this resolution before his/her speech, if not, lecture delivery may be suboptimal

First of all, I must know if this is part of my responsibility to address such requests at all. If yes, I will analyze everything and do what is in my power or explain right away that we have no capacities to deliver. If no, then I will refer the request to the responsible person(s), maybe with some additional explanation as to why it's best to do or not to do what was asked of me as a member of the team hosting the event.

The best is to: Stay Calm and Listen: Understand the request fully by listening attentively. Ask clarifying questions if needed. Assess Feasibility: Quickly determine if the request is feasible within your resources and time constraints. Communicate Clearly: Inform the speaker of what can be done immediately and what might require additional time or resources. Seek Assistance: If necessary, contact relevant staff or departments (e.g., IT, facilities) for support. Follow Up: Ensure the accommodation is provided as agreed and check back with the speaker to confirm their needs are met. Flexibility and effective communication are key to handling such situations smoothly.

En mi experiencia como expositora y también como organizadora de estos eventos, todas estas peticiones se deben comunicar con antelación de manera clara y respetuosa, teniendo en cuenta todas las posibles situaciones que podrían presentarse, el tiempo y los recursos disponibles. Asimismo, es importante preguntar todo lo que se requerirá para la presentación, como micrófonos inalámbricos, luces, sonido, iluminación, bebidas, traductor, escenografía, entre otros. Siempre para estos eventos se debe estar equipado con recursos de repuesto por si falla algún equipo oficial, de forma que no cause conflictos y todo fluya de manera profesional. Saludos,

For an event, clearly outline your expectations of Speakers. Lay down a timeline for your invited Speakers so you can maximize their experience and ensure all of their needs are met. Outline clearly that if requests fall outside of the dates specified in the timeline that they will not be accommodated. There could even be a contract set out for each guest, asking them to sign in agree to avoid any miscommunication in any of these areas.

First, take a deep breath and stay calm. Identify exactly what the problem is with the speaker's accommodation. Is it an issue with availability, location, or something else? Inform the speaker about the situation honestly and directly. Research nearby accommodation options or consider alternatives such as hosting the speaker in a different hotel or even a temporary location until the issue is resolved. If the inconvenience is significant, consider offering some form of compensation, such as covering additional expenses or providing an additional service during the conference. Work closely with your team to find quick solutions. They may have ideas or contacts that will help you resolve the issue more quickly.

Cuando nos encontramos ante una posibilidad de aprender a partir de la experiencia es importante no dejarla pasar. Aunque la planeación en una actividad académica, como una conferencia, suele ser parte del éxito, en ocasiones las aportaciones inesperadas pueden enriquecerlas o permitirnos aprender a diferenciar lo importante de lo accesorio. Reconocer aportaciones inesperadas como valiosas nos puede dar elementos para comprender mejor a la audiencia a la que nos dirigimos y afinar nuestra forma de abordar las conferencias.

Cuando nos encontramos ante una posibilidad de aprender a partir de la experiencia es importante no dejarla pasar. Aunque la planeación en una actividad académica, como una conferencia, suele ser parte del éxito, en ocasiones las aportaciones inesperadas pueden enriquecerlas o permitirnos aprender a diferenciar lo importante de lo accesorio. Reconocer aportaciones inesperadas como valiosas nos puede dar elementos para comprender mejor a la audiencia a la que nos dirigimos y afinar nuestra forma de abordar las conferencias.