Speaker Management Made Easy: How to Reduce No-Shows and Improve Engagement

Are your speakers cancelling at the last minute or showing up with little to no energy?

Let’s change that.

You can turn your speakers into enthusiastic advocates who show up prepared, engaged, and excited to deliver their best.

How? With a solid speaker engagement plan that covers every touchpoint in the event journey. Your speaker activation should make them realize they are a valued contributor to your event. 

Our blog compiles all the tactics you can implement before, during, and after the event, shared by reputable industry experts who’ve been in the trenches of speaker management. 

These actionable insights will help you pave the way to build strong connections with your speakers.

Your Event Speaker Management Plan

Managing speakers isn’t as simple as sending a few emails and expecting them to do their best at your event. It requires you to build a connection with them before the event, provide all kinds of support during the event, and go beyond a thank-you email after the event.

Let’s break down everything that needs to be done.

Before the Event

1. Select the Right Speakers

Will people zone out mid-session or pay attention throughout? Your speaker is mainly responsible for the outcome. 

That’s why having a solid evaluation process to select speakers who can truly deliver is essential.

How do you do it?

Start by asking the right questions:

• Do they have stage presence?
• Do they deliver content with energy?
• Do they know how to work the audience?
• And most importantly, are they genuinely passionate about your event’s core theme, whether that’s AI, tech, science, or another focus?

Bonus points if they are funny.

Check their LinkedIn profile and activity to evaluate them based on the basic criteria, like whether their vibe matches your event.

Ruud Janssen, who’s been in event design for many years, suggested this recently during our conversation with him at the Epic Event’s Podcast:

A good speaker is one who creates an experience for attendees, not just shares knowledge.

Ruud Janssen

Founder of Event Design Collective

How do you assess speakers through Ruud’s criteria? 

Simple, ask for proof of their work. 

Request a recording of a past talk so you can see firsthand how they engage their audience and deliver content memorably.

Some Warning Signs to Look Out For

Even with all the right screening questions and speaker reels, things can still go sideways. Maybe the speaker backs out at the last minute, or worse, they show up and deliver a flat, uninspired session that doesn’t match your event’s energy.

That’s why identifying potential red flags early is just as important as spotting the right green ones. You need to read between the lines during those initial conversations.

Here are a few common warning signs that should give you pause.

• Lack of Curiosity for Your Event

One crucial red flag is a lack of curiosity from the speaker about your event itself. If a speaker doesn’t ask questions about your event’s goals, the audience’s needs, or what you’re hoping to achieve, that’s a strong sign they might simply deliver a generic, one-size-fits-all presentation. In other words, they’re likely to give a monologue that isn’t tailored to your unique event.

Devon Montgomery Pasha, a reputed Master of Ceremonies, puts it perfectly:

We’re not telling them to recreate the wheel here, some of them have amazing keynotes. But a great speaker should tailor some of that content, and some of that delivery specifically for the audience, because when you can build that connection, the message is more impactful.

Devon Montgomery Pasha

Chief Experience Officer at DMP Creative

Use early conversations as a test. If they’re not curious or engaged, that’s your cue to reconsider. Choose only those speakers who see your event as a collaboration, not a checkbox.

• Watch Out for Fake Followers

Sometimes speakers show off big follower numbers on social media, but those numbers can be fake. They might have photoshopped images or fake videos to look more popular than they really are. Organizers should check if the speaker’s audience and content seem real not just trust follower counts.

• Be Careful About Conflicts of Interest

Speakers who promote their own products or businesses without being clear about it can create a conflict of interest. This means their message might be more about selling than helping the audience. It’s important for organizers to ask about this upfront so the session stays honest and useful.

2. Build a Rapport Before the Event

One thing is clear: don’t just reach out to potential speakers out of the blue with an email or message about your event.

Instead, build a genuine rapport with them weeks or even months in advance. 

Mike Alton, Chief Storyteller at Agro Pulse, who has helped countless events secure the right speakers, explained the approach in one of the Epic Event’s podcast episodes:

Start to connect with the speakers typically on social channels and engage with them. You will get to learn who they are, what they're talking about, what their audience is like... At the end of the day, you're building rapport with these individuals.

Mike Allton

Chief Storyteller at Agorapulse

You can follow speakers on their profiles, engage with them on different posts, and share your opinion about different topics. When speakers feel this connection, they’re more likely to feel personally invested in your event, not just treat it as a formality.

3. Set Clear Expectations

Imagine how frustrating it would be for both you and the speakers if you ask for something, they send something different, and you end up going back and forth.

That’s what happens when expectations aren’t clearly communicated from the get-go.

To counter this, set up a clear RSVP process that explains exactly what participants must provide, like their presentation topic, slides, and file format (e.g., JPEG or PNG), along with the submission deadlines.

You can also formalize commitments through written agreements for important responsibilities, cancellation policies, and contingency plans. This helps speakers clearly understand what’s expected and shows you what they’ve agreed to, or not.

4. Assign a Reliable Point of Contact

Instead of handing over a generic help email, assign each speaker a dedicated point of contact (POC) with whom they can connect throughout the event journey. Plus, make sure the POC is ready to provide all sorts of help, like aligning travel, sorting accommodation, sharing resources, or tech support. This kind of personalized support will make the speakers feel valued and taken care of, allowing them to have a greater affinity for your event.

5. Centralize Information on One Portal

Events today span several days, packed with numerous sessions, panel discussions, roundtables, and whatnot.

Naturally, this means managing not only a large number of speakers but also their presentation files, bios, headshots, and session details.

With so many moving parts, confusion, unorganized data, missed deadlines, and endless back-and-forth communication can quickly become the norm. 

That’s where a centralized speaker management portal can make a real difference. It gives you a single, organized space to store speaker and session data, share important updates, and streamline communication. 

On your end, you can organize sessions easily by track, type, or keyword, and even include details like seat limits and presentation guidelines. 

You can also set up automated email workflows for reminders and resource sharing, saving you hours of manual coordination. Plus, instead of jotting all those emails yourself, a built-in AI writing assistant can help you draft emails in no time.

For speakers, this means no more chasing emails or worrying about missing files. They can upload everything they need to one place and access their session information anytime, reducing stress and helping them stay prepared.

With platforms like vFairs, this process becomes even smoother. The speaker portal centralizes data, allows speakers to view sessions and co-presenters, and offers easy access to all event resources, helping them feel confident and prepared heading into the event.

6. Backup Speakers and Waitlists

Let’s face it: things don’t always go as planned. A speaker could get sick, have a travel mishap, or, you know, just have one of those days. That’s why having backup speakers lined up is important. Think of them as your plan B, just in case the unexpected happens.

Just look at BMW. When their CEO collapsed during a presentation, a prearranged backup speaker kept the event on track without a hitch.

And don’t stop there. A waitlist is your best friend for covering last-minute gaps. If one speaker cancels, you can quickly tap someone from the waitlist to step in and keep things running smoothly. It’s like having a backup quarterback, ready to jump in and save the day!

7. Clear Cancellation Policies

We all know cancellations happen, but it’s important to have a clear, transparent cancellation policy in place. This way, everyone knows the drill if something unexpected comes up. If a speaker cancels last minute, having a policy that clearly outlines timelines and expectations allows you to handle it quickly and professionally.

For instance, including a clause that requires speakers to provide a replacement if they cancel due to illness or travel issues can help ensure you’re covered. 

8. Ensure Speaker Confidence through Preparation and Support

Making your event speakers feel confident starts with showing them your genuine commitment to their success. It’s about creating a supportive environment where they feel prepared to perform at their best.

A key part of this is connecting them with the MCs, event organizers, and moderators beforehand so they know exactly who they’ll be working with.

As Devon points out, 

Eliminating the element of surprise builds psychological safety and reduces fear.

Devon Montgomery Pasha

Chief Experience Officer at DMP Creative

This is why it’s so important to give speakers clear information in advance like the types of questions they’ll be asked and who they’ll interact with. When they know what to expect, they feel more comfortable and confident.

It’s similar to getting your professional photos taken: getting to know the photographer beforehand makes you feel more at ease during the shoot. The same principle applies to speakers.

Another crucial detail is making sure they know the tech they’ll need and the event logistics, like seating arrangements. For female speakers, understanding how seating might affect their outfit or stage presence can be key. 

Also, small comforts, like coffee, water, or green room access, can also make a big difference in their comfort level.

By anticipating their needs and addressing questions early, you reduce their stress, which allows them to focus fully on delivering a great performance.

9. Get One Step Ahead: Share Tips and Best Practices

Good speakers always appreciate a healthy level of guidance. This means that you provide them enough resources and support to stay fully prepared, but not so much that they start to feel that you’re micromanaging every little detail.

Scott Gould, a Trainer on Engagement at Ampersand, shared a simple way to achieve the balance.

It’s always about offering suggestions based on what is best for the audience, not your own personal preference.

Scott Gould

Trainer of Engagement at Ampersand

Think about what does the speaker need to deliver a great experience for the audience. This can include insights from past sessions, such as content delivered, what worked, and what didn’t, and expected outcomes from the session. You can also share resources on pacing, slide design, and audience engagement techniques to ensure they feel ready and supported.

10. Offer Networking Opportunities

Speakers aren’t there to deliver their sessions only; they are a big part of your event. So it’s important to give them a chance to connect, share ideas, and build relationships with the audience and fellow speakers. When they feel connected to each other, they’re more engaged and excited to be part of the event.

The vFairs speaker management software makes this easy. Speakers can access event information, explore who else is presenting, and align their sessions, all in one place. This connection helps them feel valued and aligned with your event’s objectives.

Other than that, pre-event mixers or exclusive networking sessions are great ways to help speakers meet and get to know each other before the event starts. This helps them feel more comfortable and ready to collaborate.

You can also create closed communities on platforms like WhatsApp or Discord, where speakers can chat, ask questions, and support one another before the event. These groups make speakers feel like they’re part of a team, which can lead to better interactions during the event.

Managing the Event Day

1. Be Ready with Real-Time Support

Even with thorough preparation, you can still face unexpected challenges on the event day. Maybe there’s a tech glitch or a last-minute change. That’s why it’s so important to have effective keynote speaker management policies where you’ve support ready to jump in when needed.

A well-prepared team, including technical staff, moderators, and event coordinators, should be on standby to assist speakers as needed. Whether it’s resolving microphone issues, making quick adjustments, or answering urgent questions, immediate support minimizes disruptions and keeps the event on track.

Moderators also play a key role here. Having someone in the session to keep an eye on things and give real-time feedback keeps everything moving smoothly. For example, during a virtual event, if the speaker’s mic isn’t working, they can inform. This will save you from awkward situations. Not only this, they can help adjust the pace, keep speakers on track, and handle little issues before they become big ones.

When you’ve got that kind of support in place, your speakers can just focus on what they’re there to do, i.e., connect with the audience and deliver a great session.

2. Facilitate Audience Interaction

How do you bridge the gap between the speakers and the audience in a way that isn’t forced, awkward, or one-way?

Well, you provide tools that facilitate engagement between the two. Allow speakers to schedule interactive activities like Q&As for the sessions they are presenting on. This way, the sessions become more fun and engaging, allowing speakers to have a better experience with your event.

With tools such as the vFairs speaker module, this becomes simple. Speakers can easily schedule Q&A segments directly within their sessions without needing complex setups or additional coordination.

You can also use tools like interactive slides or AR to make things more fun and dynamic. It helps take the pressure off and makes the whole thing feel less like a formal presentation.

Follow Up and Build Relationships

1. Make them Feel Valued

After an event wraps up, it’s easy to move on and focus on the next thing. But making speakers feel genuinely appreciated can turn a one-time gig into a long-term partnership. Instead of treating speakers like one-off transactions, building a real relationship helps keep them engaged and willing to return.

The best way to make speakers feel valued is by creating a relationship, not just a transaction.

Mike Allton

Chief Storyteller at Agorapulse

One effective way to do this is by offering speakers meaningful perks like access to your products, discounts on services, or even revenue-sharing opportunities. These gestures show that you value their contribution and want to invest in their success, which naturally encourages ongoing collaboration.

2. Send Thank You Emails and Acknowledge Speakers

Sending personalized thank-you notes is a must! A little “thank you” can go a long way in making them feel valued.

You can also share public acknowledgment on social media or in event recap emails. For example, tag your speakers in a post saying, “Huge thanks to [Speaker Name] for bringing the house down at our conference!” It’s a small gesture, but it lets them know their effort didn’t go unnoticed, and it boosts their brand, too!

3. Share Feedback and Results

Ever had a speaker ask, “How did I do?”

Sharing event insights like “Your session had 500 views and attendees were raving about it!” gives them a sense of pride and makes them feel part of the success. 

Sharing this information also helps speakers see the impact of their contributions and encourages them to stay connected with your future events.

And finally, don’t let this be a one-time thing. After all, isn’t the goal to keep working with great people? Offer your speakers opportunities for future events like another speaking gig, a guest blog post, or even a webinar or podcast appearance.

Think about it, if you’re already collaborating on one event, why not take it a step further and invite them back for more? When speakers know they have a chance to contribute again, they stay invested in your future events.

Long-term collaboration strengthens your relationship and keeps speakers engaged with your brand.

Setting Your Speakers (and Your Event) Up for Success

Conference speaker management isn’t just about handling schedules or logistics. It’s really about building solid, supportive relationships so they feel ready and confident.

When you keep communication clear, check in regularly, plan for surprises, and follow up after the event, it all adds up. These little things help your speakers stay engaged and show up at their best.

At the end of the day, it’s simple: when you make things easy and positive for your speakers, everything runs smoother. And let’s be honest, happy speakers mean a great event.

Get in touch with us to see how we can help you with your speaker management needs, and beyond.

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