Common Speaker Coordination Mistakes Event Planners Keep Repeating——Ways to Fix them Like A Pro
Common Speaker Coordination Mistakes Event Planners Keep Repeating——Ways to Fix them Like A Pro
Blog Article
Do you know what can make or break your event? It is speaker coordination— one area where a tiny mistake can create full-blown chaos. From last-minute no-shows to field session timelines; many event planners have created situations and they have panicked behind the scenes. But here is a silver lining: most of the events that fail can be easily avoidable.
In this blog you can breakdown the most common #SpeakerPlanning issues and importantly it will show you how you can fix it like a professional. If you have the right tools like #EventifyFix #SpeakerPlanning will not be a struggle, it will be a cakewalk for you.
# Mistake 1-– Waiting too long to initiate coordination
One of the biggest #EventFails is waiting till the end to finalise the speaker lineup. Speakers need time for preparation, scheduling, travelling and tech checks so delaying it can create unnecessary stress and poor presentation.
Hence you must start your #SpeakerPlanning the moment you get the date and the theme. Use various platforms such as #EventifyFix for sending invites, tracking responses and building timelines. Only if you have a proactive approach will you give the speaker enough time to breathe and deliver their best.
# Mistake 2 -– Poor communication
You will be surprised to know how important information gets buried in lengthy email threads when details are scattered across various platforms such as inboxes, invites and group messages. Hence, things can get misplaced— what is the result? You will have misaligned expectations and confused speakers.
To fix this, centralised communication is the key. Only when you have a speaker portal or a dashboard that keeps all the documents updated and schedules everything in one place then only things can be smooth. Nevertheless, tools such as #EventifyFix can make it easy for you to send automated updates and reminders ensuring nothing slips through the cracks. Good #SpeakerPlanning means good communication in disguise.
# Mistake 3 -– Not having Plan B
There will be a speaker who will cancel hours before the session or there can be a technical glitch that might sabotage a keynote. Hence, if you don't have a backup plan you know how terrifying and scrambled one can feel.
Flexibility in your schedule is very important. Always have backup sessions of speakers on standby. If you have the right platform you can adjust live agendas through push notifications and informing attendees in real time. Here #ProEventTips like this will not only save your event from becoming chaos but it can prevent #EventFails easily.
# Mistake 4 — When the speaker is overloaded
It is tempting to give multiple sessions to your top speakers but it is also a risky venture. Burnout can create rushed preparation and underwhelming delivery leading to poor engagement.
For an event planner balancing the schedule is an art where you allow speakers to focus on high-impact sessions. Additionally for a few sessions you can use #SpeakerPlanning tools to map breaks, time slots and responsibilities in a visual manner. Make sure you give breathing room for the best delivery. Don't forget to brief the speaker properly. A speaker who is well prepared and well rested will do much better and will mesmerise the audience easily.
# Mistake 5 -– Not leveraging technology
Well, the most common event failure is assuming a speaker will figure out about the technology.
Whether it is about in-person setup or having a virtual platform—Lack of tech preparation can create awkward delays and audience drop-offs.
Hence scheduling rehearsals, running sound checks, testing screen shares and sharing tech guides is necessary to prevent any kind of tech failure. There are platforms like #EventifyFix that comes with integrated speaker resources and AV checklists ensuring no one walks in ignorant.
# Mistake 6 — Ignoring personalization
Treating your speakers just like a name on the list of agendas is a big mistake. They are the voice of your event and the way you handle their experience will reflect the brand of your event. Personalising the onboarding process by using speaker portals will make them feel special. Give them easy access to your session information, customize schedules and offer branded welcome messages. This small effort will create a huge impact.
With #EventifyFix you can create a professional and polished impression on your speakers that they will not only remember but talk about.
Speaker coordination is not about logistics. It is more about reputation, relationship and readiness. Avoiding these common #EventFails can turn your event into a great one. Make sure you have the right tools and strategies then #SpeakerPlanning will become less of a headache and more of a highlight. Moreover, if you ever felt overwhelmed planning for an event just remember every problem has one solution and the most common of them is to use event management platforms such as #EventifyFix.
Only when you plan better can you communicate better. Keep these #ProEventTips in your toolkit for planning your next event!