Your speaker is unresponsive before the virtual conference. How will you ensure their participation?

1 Initial Contact

When you first notice a lack of response from your speaker, it's essential to remain calm and start with basic follow-up procedures. Send a polite reminder email, highlighting the importance of their participation and requesting a confirmation of receipt. If emails go unanswered, try reaching out via alternative communication channels such as phone calls, text messages, or professional networking platforms. Sometimes, direct and personal communication can prompt a quicker response and clarify any misunderstandings or technical issues that may have prevented earlier replies.

2 Backup Plan

While you await a response, it's wise to prepare a backup plan. Identify an alternate speaker who could step in if necessary, or consider having a panel discussion instead of a single speaker session. This not only ensures that your conference schedule remains intact but also provides attendees with valuable content regardless of the original speaker's availability. Communicate with your backup speaker about the situation and confirm their availability as a precautionary measure.

3 Technical Check

Technical difficulties can often be the culprit behind a speaker's unresponsiveness. Reach out to your speaker with clear instructions for a technical check, ensuring they have all the necessary equipment and software updates required for the virtual platform. Offer assistance or a tutorial to help them navigate any complexities. A successful technical check can often re-engage an unresponsive speaker and provide them with the confidence to participate effectively in the conference.

4 Personal Outreach

If standard communication methods fail, consider personal outreach. Enlist the help of mutual contacts who may have a closer relationship with the speaker or have recently been in touch with them. Personal connections can encourage a more immediate response and provide insights into any personal or professional issues that may be affecting the speaker's availability. Remember to approach this with sensitivity and respect for the speaker's privacy.

5 Flexibility Offer

Understanding and accommodating the needs of your speaker can go a long way in securing their participation. Offer flexibility in terms of presentation time, format, or content to make it more convenient for them to attend. For instance, if they cannot be present live, suggest pre-recording their session or hosting a live Q&A at a time that suits them better. Demonstrating a willingness to adapt can often motivate an unresponsive speaker to make an effort to contribute to your conference.

6 Final Ultimatum

As a last resort, if all attempts to contact the speaker have failed and the event is imminent, it may be necessary to issue a final ultimatum. Clearly communicate the deadline by which you need a response and the consequences of failing to reply, such as being replaced by an alternate speaker. Ensure this communication is professional and conveys the significance of their commitment to the conference while also expressing your understanding of any unforeseen circumstances they may be facing.