Your conference speaker wants to change topics last minute. How do you handle the unexpected switch?

When a speaker we have invited decides to change the topic at the last minute, we should allow them the flexibility to present their message in their own way. After all, our invitation reflects our confidence in their ability to positively engage the audience. It is crucial to support the speaker by granting them this freedom while also gently reminding them of our audience and the core message we aim to convey. This balance ensures both the speaker's comfort and the delivery of a coherent, impactful presentation.

Handling a last-minute switch in conference speaker's topic requires a clear strategy. Before the Conference - Acknowledge the Change: Thank the speaker and understand their reason. - Assess Feasibility: Ensure there's time to update materials. - Communicate Proactively: Inform the AV team and co-presenters of changes. During the Conference - Introduce the Change: Explain the new topic to the audience and its benefits. - Manage Expectations: Highlight key points of the new topic. - Show Support: Assist the speaker and manage technical aspects. After the Conference - Gather Feedback: Assess how the change was managed. - Evaluate Impact: Check audience response through feedback or surveys. Be transparent, focus on benefits, and stay flexible.

When a speaker wants to change her or his topic, conference planners should consider that the changes required to programs, websites, web applications, and posters may be substantial. Attendees often select conferences based on advertised presentations. Changes could disappoint if not upset attendees. If a topic is changed, it may affect conference tracks and require additional communications. The amount of work to change a topic outweighs most gains from a speaker's want to change it. Of course, sometimes speakers may update their topic related to new data, such as the release of newer statistics or the passing of a recent law. In most cases, encourage speakers to stick with their contracted session. You did have a contract, right?

Acredito que devemos avaliar se essa mudança combina com os objetivos e expectativas do público. Se o novo tema agregar valor e fizer sentido no contexto da conferência, pode ser uma boa ideia. Mas, se isso prejudicar o fluxo do evento ou desapontar os participantes, é preciso ter cuidado. Conversar abertamente com o palestrante ajuda a entender suas razões e encontrar um meio-termo que funcione para todos, mantendo a qualidade do evento.

If you communicate with speakers effectively beforehand, having a one-on-one meeting to confirm their topic and take their ideas on board, they are less likely to ask for last minute changes. It would be a good idea once the topic and title of the talk are mutually agreed upon, to let the speaker know that changes will not be possible since the title will now be in the programme design.

En définitive, la communication transparente est la clé dans de nombreux domaine. SI tu cautionne ce changement, ne perd pas de temps. Préviens tes équipes d'organisation, de communication, les personnes qui se sont inscrites à l'événement et offre leur la possibilité de se faire rembourser si nécessaire. Cela renforcera une image positive de toi et de ton organisation en démontrant que tu fais de ton mieux.

Communication prepares your mind set your appearance your behaviour and your presentation. when am communicated to regarding any change i have to know how to handle accept and go about the previous and present topic, if am communicated to in time i will get mixed up and be in a confused state..

Acredito que, após decidir mudar o tópico de uma conferência, é importante manter uma comunicação clara com todos. Avisar a equipe e discutir os ajustes necessários é fundamental. Também é importante atualizar os materiais e informar os participantes sobre a mudança e suas razões. Isso ajuda a manter a confiança e gerenciar as expectativas. Se a alteração for grande, oferecer opções como reembolsos ou sessões alternativas é uma boa prática para atender melhor o público.

The change should be announced in advance, if possible, to manage expectations and avoid frustration. Afterwards, it would be wise to provide a clear and convincing explanation of the reason for the change in order to get buy-in from the participants.

Check that the presentation and other necessary materials are ready for the new subject. Does the speaker have enough time to prepare a quality presentation on the new subject?

Acredito que é fundamental encorajar uma visão positiva sobre a nova abordagem, pode transformar a situação, mostrando que isso pode trazer novos aprendizados e relevância para o evento.

Offering support to a speaker who wants to change the subject at the last minute during a conference requires responsiveness, organisation and clear communication. - Understanding the Reasons for Change - Assessing Feasibility - Adapting the material - Ensuring consistency with the programme - Coordinating with the Technical Team - Rehearsal and Feedback - Communication with Organisers - Prepare an Introduction - Provide Live Support - Post-Presentation Feedback By offering structured support and remaining flexible, you can help the speaker to make a success of their presentation despite a last-minute change of subject.

In order to plan for the future, mechanisms should be put in place to gather participants' impressions of the change of subject, for example via surveys or informal discussions after the presentation. Finally, this feedback should be used to improve the planning of future conferences and to be more flexible in the event of unforeseen changes.

When I hire a speaker it’s based on an agreed upon talk they’re going to give. I seek them out because I want them to talk about that particular subject. This is why contracts are very important and must lay out the talk name, type and subject. The topic needs to make sense for the event and build on the rest of the content. Going rogue last minute is not ideal - unless the newly proposed topic is similar or adapted to the purpose of the event. Allow for slight variations, but consider the impact on your branding, signage, printed and digital content already in place. Last minute is not the time to make big changes. And professional speakers will respect that.

Nas palestras que assisto e participo na faculdade, acho interessante e muito válido ter a participação ativa dos ouvintes em relação a perguntas, experiências ou ideias de outros estudantes e especialistas.

The conference is (generally) for the benefit of the participants, not for the organisers. So one question to consider is whether the new topic provides more value to the participants.