You’re managing a live event with multiple speakers. How do you keep everyone on track?

In overseeing a live event with multiple speakers, meticulous planning includes creating a detailed schedule with specific time slots for each presenter. Clear guidelines, pre-event rehearsals, sound checks, and communication ensure that speakers are well-prepared and aligned with the overarching goals of the event. Additionally, establishing a communication channel, such as a pre-event briefing, helps speakers understand the event's theme and expectations, contributing to a seamless and engaging experience for attendees.

Have a written show run, and share it with all presenters, and members of the production team. If there's time before the show, have rehearsals. Remind speakers of their time limit and importance of sticking to schedule. Utilize a speaker timer or some sort of countdown clock during the show, so each presenter is aware of their remaining time. Bring extra microphones, this ensures the next speaker in line is mic'd up and ready for the transition. This also avoids awkward microphone handoffs between presentations.

When managing a live event with multiple speakers, thorough planning is essential. Conducting rehearsals prior to the event allows speakers to practice and identify potential issues. Creating a detailed run-of-show outlines roles and responsibilities minute by minute. Assigning timekeepers ensures speakers stay within their allotted time, preventing disruptions. Clear instructions and contingency plans minimize confusion and allow for quick adaptation to challenges. With these strategies, event organizers can ensure a smooth and successful experience for all involved. And always have "Plan B".

The work you put on the front in will definitely impact the outcome(s) of your event. I believe preparation and planning are the cornerstone to success in the event production world. The only other thing I would add to this section is: make it your personal priority to ensure everyone is included. What that means is, for the people who always miss the team meetings, schedule one-on-ones. Also, have a condense version, if necessary for high profile guests, just in case. Also, ensure that everyone knows their roles and the facilitation cues, including speakers. If there will be a person in the front holding a sign at 5 minutes, communicate that, etc.

It’s like in comedy, we use a light to get the people off the stage so they know they have almost hit their time. Super effective.

In addition to a debrief, plan a briefing before the event. Even if you’ve had prep meetings, it’s important 1-2 hours before the event to remind staff, volunteers, etc. about key points and the reason behind them. Also, remember diversity, equity and inclusion. These are general concepts, but think about what core things you can include to make sure everyone can participate. Consider language, diverse abilities, controversial topics, etc.? And, last but not least: HAVE FUN! Remember what your goals for the event are! Remember what problem you’re solving and who benefited.

Comms with talent should be strategized just like comms with attendees. You need to get the time on their calendar far in advance. Send a memo several weeks in advance with specifics about we are hoping for from their contribution and what we will be providing them. One or two weeks before schedule 15 min with each to talk through what they are thinking and how we can be successful together. Check in the day before with logistical information and the phone number of your talent handler. For a conference style event I recommend providing all talent: A countdown timer, confidence monitor with notes, headset microphone, powerpoint clicker, backstage manager to send them on stage, talent handler to greet them and bring them to the green room.