How would I handle a no-show speaker?

November 2, 2010 5:29 PM

I've recently started helping organize social events for two clubs (one of them a mystery writing club, another a group of business alumni). In both cases, we have speakers come in and talk. So far, its worked well and is a lot of fun. But I can't help but wonder, what if one day, one of the speakers doesn't/can't show up? We'd be left with twenty or thirty people milling about. What would be a good contingency plan assuming we can't get another speaker at very short notice?
posted by storybored to Sports, Hobbies, & Recreation (7 answers total)

doublehappy is right. But if you cannot get notes, just google some articles on the speaker, and the subject in general, and print them out. In the event of a no-show, then just step up to the lectern and read some bits, and then open the floor to discussion.

(stepping up to the lectern requires fortitude, of course).
posted by ovvl at 6:32 PM on November 2, 2010

Have a variety of networking tools prepared as a backup. I've done this for a professional group, and we always kept something in our backpocket, like a generic networking bingo game, ready to roll if need be. Depending on how "last minute" you are working with, of course.

For either group, do you have access to something like webcasts or a video series instead? Something like a comparison of a few versions of Sherlock Holmes movies, for example, for the mystery club...

I have found in our case that as our monthly events progressed through the years, they increasingly became more "social" (an extension of the networking/social time, decrease in speaking length) that once in awhile people will look forward to a meeting with no agenda and instead time to just catch up.
posted by librarianamy at 6:40 PM on November 2, 2010 [1 favorite]

1. Make a plan for speaker check-in 2-3 hours before the event. Only go to the next level if they haven't showed by check-in. Don't let them show up just as the program is to start. They should want to see the setup and go over talking points with you; then you can send or take them out to eat in the meantime. This becomes awkward if you're not paying your speakers an honorarium, because they may not want to give you that much time. But in any case, you can require a check-in/confirmation on the day of.

2. Have a Plan B. Can they call in? Skype?

3. Have a plan C. To build on librarianamy's idea, could you line up a TED talk or online video fo a book talk some similar web content as discussion fodder? Watch and then discuss. Or is there something the group works on that you could do in breakout groups and then reconvene to discuss in large group? Can you have readings selected that someone reads aloud, and then invite the group to discuss?

Basically, think of some formats you can pull out of your back pocket if the speaker is a no show, and be fully ready to implement them without fuss.
posted by Miko at 7:03 PM on November 2, 2010

Best answer: "This is a good chance for us to get to know one another. Why don't we rearrange our chairs in a circle and have a conversation about how this group can be most useful to you?"

Then:

1. "First, let's go around the room introducing ourselves. Tell us what brings you there, one thing you would like to learn or receive from others, and one skill or experience or knowledge area you can offer. All in one minute or less." Model this for them. "For example, I'm Debra Rolando, I recently started my own business doing high-end artistic welding, I'm looking to meet an investor or business partner to share the cost of equipment, and I can offer advice on graphic design, branding, and advertising because I used to be a Marketing Director. Okay now how about to my left?" {With 20 or so people, this will easily take 30 minutes} Keep people to one minute with a bell. Meanwhile take notes on a piece of butcher paper on what people need and can offer.

2. Offer some remarks. "Wow, what a talented and interesting group. Looking over this list of needs, I'm starting to see some areas of common interest. Three areas where we might want to focus are X, Y, and Z. What do you think about generally focusing our speakers and trainings in those topic areas for the next six months? Are those the right areas of focus?" {10-15 minutes of conversation}

3. "What other ideas do you have about how this group could be useful? We have speakers on a monthly basis; is there anything else we might want to do as a group? Have peer feedback sessions? Have casual networking dinners? Start an email list? Go on field trips? Start a typewriter lending library?" {15 minutes of conversation}

4. "These are some great ideas. How can we make them a reality? I see three to four concrete next steps. Who can volunteer to take on one of these?"
posted by salvia at 7:23 PM on November 2, 2010

I came in to say what doublehappy said, but with the caveat that your substitute speakers should perhaps be told that they'll get to give their speech in a few months regardless.

"Bob, we'd love for you to give a speech on that thing you love. Could you be ready to do it as a backup for the October and November dates, and then you can definitely give it in December if you haven't given it before then?"
posted by Etrigan at 8:32 PM on November 2, 2010

Love the idea of asking a group member to prepare something just in case (and later presenting), and it would be super easy to prepare some discussion questions to go along with a TED talk, then end with an opportunity to network. I've been to places where there are either conversation cards ("what is your secret talent?" "what is your dream job") or even Trivial Pursuit cards left on the table for conversational lulls.

Hijack question: This is super interesting. How did you get involved in these clubs and in that position?
posted by jander03 at 11:45 AM on November 3, 2010

Response by poster: @jander03: How did i get involved? I just signed up. I have a strong interest in these areas and quickly found out that there's always a demand for volunteers to help organize events. So i ended up on the Program Committee for the writing group (which has about 80 members) and on the social committee of the business alumni group (which has about 3000 members). The latter's quite funny - because of its size we seem to get a different crowd out at each meeting! Anyhow this is a great way of meeting a lot of people, learning about the field of interest and having plenty of fun.
posted by storybored at 8:18 PM on November 4, 2010