You're facing time constraints during event transitions. How can you ensure the event stays on track?

Having a plan for your presentation is a no brainer, you want to take your audience on a journey but ensure at all times that it links back to key insights, lessons and inspiration. However, an over structured keynote can inhibit your ability to adapt to time pressures or be more interactive with the audience. Your champagne presentation should be deliverable in 60 mins, 45, 30 and even 15 mins!

A True Life Story that I followed from my Freshman Year in High School all through the rest of my life. The teacher of one of my Freshman classes was a priest. He said that if someone ever gives you a mean lecture on how you were doing something wrong do not just take it and say nothing back. If you just take it you will regret it the rest of your life that you did not tell that mean person that he was wrong and you were right and he does not know what he is talking about then cut him to shreds right there to his face in front of anybody else who is listening in on the argument. True Story. I did not make it up. Give it a try.

Proactively set expectations in advance of the event with all involved, including arrival times, start times, sharing the agenda in advance. Again thinking proactively, I also find it helpful to pad the event start time, agenda and transitions. Meaning, attendees are asked to arrive 15-30 minutes in advance of the actual start of the agenda (kicking off with a welcome activity, ice breakers, etc.), allowing 5 or so fewer minutes for agenda items so if activities or presenters go a little over you have the padded time to work. Also, utilizing a time keeper to let leaders/presenters know how much time they have left and keep them to the alloted time. Lastly, I like to adjust transitions if needed (fewer or shorter breaks).

When facing time constraints during event transitions, maintaining a peace-filled and mindful approach is crucial to ensure clarity of thought. Practicing mindfulness in stressful moments allows me to stay calm and focused, which is essential for making quick, sound decisions. This clear-headedness helps me prioritize tasks, delegate effectively, and adapt as needed, all while staying centered. I believe that maintaining this calm, grounded presence is vital—not only for myself but for those around me, regardless of their position. By fostering this attitude, I help keep the team and event on track without succumbing to the pressure.

Remind people of agreed timeframes not being met and the likely consequences of such … and develop contingency to address the issue.

To stay on track during tight event transitions, create a detailed timeline that allocates sufficient time for each task. Prepare as much as possible beforehand and have a team on standby to handle any last-minute changes. Clear communication and coordination among all stakeholders ensure the transition goes smoothly without causing delays.

A good keynote speaker will adapt to the event and ensure the audience is motivated, excited and ideally in their feet at the end of the presentation, so that the MC can seamlessly move to the next session, panel or break. Interaction with the audience through is a vital aspect of presenting and engaging. An audience who are engaged and involved in the event, session or presentation will happily follow the lead of event organisers or MCs.