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Any number of corporate events may involve a keynote speaker, to set the tone for the event, wrap it up on a high note, or generally drum up interest due to their reputation as a speaker.

keynote speaking

Few instruments are as intimidating as this one when thereโ€™s an empty hour to be filled.ย 

But if youโ€™re in charge of booking a keynote speaker, however reliable their reputation says they are, youโ€™re wise to have a backup plan ready. Keynote speakers are human, and theyโ€™re subject to illnesses, injuries, family emergencies, and airport issues just like everyone else. Hereโ€™s what to do if your keynote speaker cancels at the last minute.

Have Your Backup Plan in Place Well Beforehand

Prepare a backup plan as soon as you book your speaker. Discuss this plan with the event organizers, and perhaps with the โ€œbackstageโ€ people like those taking care of the lighting and sound systems. It isnโ€™t terribly satisfying to make a plan for something that probably wonโ€™t happen, but your backup plan is like a home fire extinguisher: itโ€™s better to have one and not need it than to need one and not have it. Flesh out your backup plan so that it fills your keynote speakerโ€™s allotted time, including any time you reserved for questions and answers.

Book a Substitute when You Book Your Main Speaker

For many planners, simply booking a backup speaker is the most prudent thing to do. This will probably be a local luminary or business leader so that you donโ€™t end up blowing your event budget, but you do need to compensate your backup speaker in some way. Invite them to attend the event, of course, and offer compensation if they do have to provide the keynote speech, as well as some form of compensation if they donโ€™t. For example, if your backup speaker attends the event and doesnโ€™t end up speaking, invite them to the celebratory lunch or dinner, your treat.

If Youโ€™re the MC, Make Sure You Have Extra Material Prepared

An MC with plenty of material is one who can handle a delayed speaker.ย 

If you are the master of ceremonies, your time on the stage will be brief โ€“ unless your keynote speaker has to cancel or is delayed. Have extra material planned in the event that your speakerโ€™s plane is late landing, so your audience wonโ€™t be left hanging if they have to wait. Perhaps you could play one of the speakerโ€™s videos to fill the time. Or you could have a trivia contest, complete with modest prizes (like t-shirts, mugs, or copies of the speakerโ€™s books). ย Have several short activities planned so you can get right to the speaker as soon as theyย arrive.

If All Else Fails, Create an Impromptu Round-Table Discussion or Networking Event

Most events with keynote speakers will have an audience that contains at least a few experts on relevant subjects. With a group of chairs on the stage, a microphone that can be handed around, and a decent moderator, you can do an impromptu โ€œexpert panelโ€ Q and A session on a topic relevant to your audience. Barring that, you could turn the house lights up and turn the event into a networking opportunity. If you can have a few people handing around water bottles and cans of cold soft drinks, you can help people relax and talk amongst themselves, trading stories and business cards.

Keynote speakers donโ€™t get to where they are by not showing up or being late. When you book a keynote speaker, for the mostย part,ย you can be assured that they will show up on time and deliver a keynote speech that will be well worth the audienceโ€™s time and attention. However, youโ€™re always wise to have a backup plan in place for the unexpected. Even if you never have to use your backup plan, youโ€™ll be glad you have one!

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John Mattone

John Mattone is the worldโ€™s top executive coach and a pioneer in leadership transformation. As the founder of John Mattone Global and the creator of the Intelligent Leadershipยฎ framework, he has coached Fortune 500 CEOs, government leaders, and rising innovators across 55 countries. A best-selling author of 11 books, including Intelligent Leadership and The Intelligent Leader, Johnโ€™s mission is to unlock greatness in leaders, one transformation at a timeโ€‹โ€‹.

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