Learn how to effectively update sponsors and partners when facing last-minute conference changes with clear communication strategies.

First, just breathe. There is ALWAYS something unforeseen that happens ahead of every conference. It has happened before and it will happen again. You aren't alone. Once your initial panic has gone away, explain to your attendees/sponsors what happened without additional commentary. Do not attempt to "put a spin on it". Just say it. The key is balancing the need for speed vs thoroughness. The worst thing you can do is incite panic. So don't send out a communication without formulating the alternatives and thinking through the impact to your sponsors/attendees. Nothing good will come from an email that just says "the conference hotel was severely damaged by a hurricane". It needs a solid plan to go with it. Breathe.

Last updated on Jul 25, 2024

You're facing last-minute changes for the conference. How can you effectively update sponsors and partners?

Organizing a conference is a complex task that often involves managing numerous moving parts. When last-minute changes occur, it can be challenging to communicate effectively with sponsors and partners who have vested interests in the event's success. Whether it's a change of speaker, a shift in the schedule, or a venue adjustment, keeping stakeholders informed and reassured is crucial. You need a strategy that is swift, transparent, and accommodating to maintain trust and ensure the conference remains on the path to success.

1 Immediate Alert

When you're hit with unexpected changes, the first step is to alert sponsors and partners immediately. Craft a clear and concise message that outlines the nature of the change, the reason behind it, and how it impacts them. Use direct communication channels like email or phone calls for quick dissemination. Remember, transparency is key—avoid sugarcoating or downplaying the situation. Your partners will appreciate the prompt notification and your commitment to keeping them in the loop.

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Colin Hung

Healthcare & Marketing Leader | Editor | People Connector | Health IT True Believer
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First, just breathe. There is ALWAYS something unforeseen that happens ahead of every conference. It has happened before and it will happen again. You aren't alone. Once your initial panic has gone away, explain to your attendees/sponsors what happened without additional commentary. Do not attempt to "put a spin on it". Just say it. The key is balancing the need for speed vs thoroughness. The worst thing you can do is incite panic. So don't send out a communication without formulating the alternatives and thinking through the impact to your sponsors/attendees. Nothing good will come from an email that just says "the conference hotel was severely damaged by a hurricane". It needs a solid plan to go with it. Breathe.

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2 Detailed Update

After the initial alert, provide a detailed update with comprehensive information. This should include any new arrangements you've made, how the changes will affect the conference agenda, and what actions are needed from them. Ensure that this communication is personalized to address specific concerns your sponsors and partners might have. This level of detail shows that you are fully in control of the situation and are working proactively to mitigate any negative impact.

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Kyle Larson

CEO @ AIR Language | Spanish and English Linguistics | Master's in Teaching
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It almost goes without saying that you will lay out three major changes and that's the details underneath them. The problem with leaving it at that is that it leaves stakeholders wanting. It is important for you to satisfy their emotional needs as well. If you give them an opportunity to talk with you, personally, that will make them feel as if their perspectives matter. And the reality is, that most people won't contact you if you are careful in your communication about the details you are changing.

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3 Alternative Plans

In the wake of last-minute changes, it's essential to offer alternative plans to your sponsors and partners. This could involve revised sponsorship benefits, alternative speaking slots, or new networking opportunities. Your flexibility in providing options demonstrates your commitment to their satisfaction and the overall success of the conference. Be prepared to negotiate and tailor solutions to fit their needs and expectations.

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4 Regular Updates

Consistency is critical when dealing with alterations to your conference plans. Establish a schedule for regular updates, whether daily or hourly, depending on the severity of the changes. Use these updates to inform your sponsors and partners about progress and any further modifications. Regular communication not only keeps everyone informed but also helps in maintaining a sense of stability and confidence amidst the changes.

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Steve Taylor

Head of Corporate Communications
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Updates aren't just electronic. Updates by email, text and on conference displays are all useful, but working with hotels so that when people check in, contact reception, read a menu at a buffet, or when they receive their paper in the morning last minute changes can be communicated with printed notes or special invitations. Having check-in welcome packs at hotels is always a good medium to use for last minute notices and check the status of arrivals.

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5 Feedback Loop

Create a feedback loop that allows sponsors and partners to voice their concerns and suggestions. This could be through a dedicated hotline, an email address, or scheduled calls. Listening to their feedback not only helps you understand their perspective but also may provide valuable insights into improving the situation. Acknowledge their input, and if possible, incorporate their ideas into your evolving plans.

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6 Assurance of Quality

Finally, reassure your sponsors and partners that despite the last-minute changes, the quality and value of the conference will not be compromised. Emphasize your commitment to excellence and the steps you're taking to ensure the event meets their expectations. This can include highlighting any added benefits or enhanced experiences that have arisen as a result of the changes. Your confidence will help bolster their trust and keep their support intact.

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Reinaldo Borges Júnior

Physicist, Computer Engineer, Project Analyst & Scrum Master | PwD
(edited)
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Nesta situação, eu escreveria um e-mail para tranquilizá-los, mostrando minha preocupação e compromisso em informar aos patrocinadores e parceiros, que houveram imprevistos, os quais não eram de nosso controle, fazendo-se necessárias algumas mudanças na agenda da conferência. No entanto, garantiria que tais mudanças não afetariam a qualidade e o valor do evento. Evidenciaria a importância de cada um deles na realização da conferência. Apresentaria uma solução para que nenhuma das partes fosse impactada e diria que eu e minha equipe estávamos em total disposição para ouvi-los, caso tivessem alguma sugestão ou adaptação de mudança.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Reinaldo Borges Júnior

Physicist, Computer Engineer, Project Analyst & Scrum Master | PwD
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Já passei por uma situação dessa. Foi inevitável adaptar a agenda da conferência planejada. Para avisar um dos grandes patrocinadores, me concentrei no fato de termos ótima relação (ele sabia do esforço e competência da equipe). Eu noticiei por e-mail, iniciando pela gratidão e pela importância da parceria. Enfatizei nossas boa e duradoura relação. Após, mencionar a adaptação, apresentei uma solução com proposta de valor atraente e benéfica, a qual não traria prejuízo algum. A comunicação foi respeitosa e de apoio mútuo. Até hoje mantemos esta parceria viva. Ou seja, o segredo foi mostrar o seu valor e importância, levando uma boa solução e garantindo que a qualidade da conferência não seria diminuída.

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You're facing last-minute changes for the conference. How can you effectively update sponsors and partners?

1

2

3

4

5

6

7

1 Immediate Alert

2 Detailed Update

3 Alternative Plans

4 Regular Updates

5 Feedback Loop

6 Assurance of Quality

7 Here’s what else to consider

Conference Organization

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You're facing last-minute changes for the conference. How can you effectively update sponsors and partners?

1

2

3

4

5

6

7

1 Immediate Alert

2 Detailed Update

3 Alternative Plans

4 Regular Updates

5 Feedback Loop

6 Assurance of Quality

7 Here’s what else to consider

Conference Organization

Rate this article

Thanks for your feedback

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