What is the best way to prepare for speaker cancellations or technical failures at live events?

1 Have a backup plan

The first step to prepare for speaker cancellations or technical failures is to have a backup plan. This means having a list of potential replacement speakers, alternative topics, or pre-recorded sessions that you can use in case of an emergency. You should also have a contingency budget for any extra costs or fees that might arise from changing your agenda or format. Communicate your backup plan with your team, your speakers, and your venue, and make sure everyone knows their roles and responsibilities in case of a crisis.

2 Test your equipment and systems

The second step to prepare for speaker cancellations or technical failures is to test your equipment and systems before the event. This includes checking your audio, video, lighting, internet, and power sources, as well as your registration, communication, and feedback platforms. Make sure everything is working properly and compatible with your speakers' devices and formats. If possible, do a rehearsal or a dry run with your speakers and staff to ensure everything goes smoothly and to address any issues or questions.

3 Have a backup team and resources

The third step to prepare for speaker cancellations or technical failures is to have a backup team and resources. This means having extra staff, volunteers, or contractors who can assist you with any tasks or challenges that might arise during the event. You should also have backup resources such as batteries, chargers, cables, adapters, microphones, laptops, or flash drives that you can use in case of a malfunction or a loss of power. Have a clear communication system and a chain of command to coordinate your backup team and resources effectively.

4 Communicate with your audience and stakeholders

The fourth step to prepare for speaker cancellations or technical failures is to communicate with your audience and stakeholders. This means informing them of any changes or updates to your agenda, speakers, or format, as well as any technical issues or delays that might affect their experience. You should also apologize for any inconvenience or disappointment and offer them some compensation or incentive, such as a refund, a discount, a freebie, or a bonus session. Be transparent, honest, and empathetic with your audience and stakeholders, and show them that you value their time and feedback.

5 Learn from your experience and improve

The fifth step to prepare for speaker cancellations or technical failures is to learn from your experience and improve. This means collecting and analyzing data and feedback from your event, identifying what went wrong and what went well, and making adjustments and improvements for your next event. You should also document your lessons learned and best practices, and share them with your team, your speakers, and your venue. By learning from your experience and improving, you can enhance your reputation and credibility as an event organizer and deliver better live events in the future.

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?