Your conference schedule is in flux. How do you ensure attendees still have a valuable experience?

1 Quick Updates

As soon as you realize there will be changes to the conference schedule, it's crucial to inform your attendees promptly. Utilize every communication channel available—emails, mobile apps, social media, and announcements at the venue—to relay the updates. Transparency is key; provide clear explanations for the changes and, if possible, share how you're addressing the issues. This level of openness builds trust and shows that you value your attendees' time and experience.

2 Alternative Content

When faced with cancellations or shifts in the conference agenda, it's wise to have backup plans. Consider preparing a list of reserve speakers who can step in or organizing impromptu panel discussions on relevant topics. Workshops, roundtable discussions, and Q&A sessions can also fill gaps and provide value. Think creatively—sometimes, these spontaneous elements can lead to the most engaging and memorable parts of a conference.

3 Networking Focus

A change in schedule can be turned into an opportunity for increased networking. Encourage attendees to use the unexpected free time to connect with others. Facilitate this by setting up dedicated networking zones or using apps that help attendees match with others who have similar interests. Personal connections often provide significant value at conferences and can help mitigate any disappointment from schedule changes.

4 Engage Online

Leverage technology to keep your attendees engaged. If a speaker is unable to attend in person, try to arrange for a live video feed or a pre-recorded session. Additionally, create online discussion forums or chat groups where attendees can discuss the content and share insights. This not only keeps the conversation going but also helps maintain the sense of community and shared purpose that is central to any conference.

5 Personal Assistance

In times of flux, personal assistance becomes even more critical. Ensure that your staff is visible, accessible, and well-informed so they can assist attendees with any questions or concerns. Setting up help desks throughout the venue and having a responsive team on social media can go a long way in providing support and keeping the event running smoothly.

6 Flexibility Rewards

Lastly, recognize and reward flexibility. Attendees who adapt to schedule changes with a positive attitude should be acknowledged. Offer them perks such as exclusive access to certain talks, special networking events, or future discounts. This not only shows appreciation for their understanding but also encourages a cooperative spirit that can enhance the overall conference experience.

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?