Are you putting in enough time ahead of time?
Many of our clients start planning their events months or even years ahead. Logistically speaking anyway. That's not the kind of planning ahead we're talking about here.
Who hasn't had experience with the "executive who always does their presentation on the plane" or the "speaker who doesn't rehearse (so we don't schedule rehearsal time on-site)"?
Usually things go okay (not great, but passable) with the fly-by-the-seat-of-the-pants preparation plan, but other times scripts are being re-written the night (or morning) before a morning session, the messaging ends up off-target, and some really impactful things get scrapped because the preparation just isn't there (so the comfort level isn't there either).
Event planners are often prepared and are pleading and begging to try to make their internal speakers hit their deadlines. But these speakers have other, extremely important jobs to do...so how can one convince their CEO to put in the time ahead of time, and what steps can you take to be more prepared?
This meeting is important.
Companies don't like to throw money away. Getting everyone together can be an extremely good investment...one that you don't want to squander with half-baked messaging.
Companies don't like to throw money away. Getting everyone together can be an extremely good investment...one that you don't want to squander with half-baked messaging.
This is what your people need to hear.
Do audience research beforehand to gage the tone and mood--particularly if there are issues that need to be addressed, and even if you think you already know what these issues are.
Do audience research beforehand to gage the tone and mood--particularly if there are issues that need to be addressed, and even if you think you already know what these issues are.
Utilize peer pressure/peer review.
Make presenters accountable to each other to finish and/or make progress on their presentation drafts. You can even schedule update calls with clear review objectives.
Make presenters accountable to each other to finish and/or make progress on their presentation drafts. You can even schedule update calls with clear review objectives.
Get everyone together, in a room, beforehand.
Don't let the first opportunity for feedback occur on-site. We recently had a client who was putting together an event and each presentation required input from multiple departments. The marketing team had re-branded, the sales team didn't have consistent messaging with the marketing team, and no one was very clear on what they should actually be saying. This made on-site review a mess in the past. Getting everyone physically together in a room beforehand provided a much more supportive environment for feedback and message cohesion.
Don't let the first opportunity for feedback occur on-site. We recently had a client who was putting together an event and each presentation required input from multiple departments. The marketing team had re-branded, the sales team didn't have consistent messaging with the marketing team, and no one was very clear on what they should actually be saying. This made on-site review a mess in the past. Getting everyone physically together in a room beforehand provided a much more supportive environment for feedback and message cohesion.
Add incentives.
We recently dealt with a client where we offered $100 to every person who had their presentation done when they were due. It's not that $100 is such a huge incentive for executives, but it gave a concrete goal to shoot for and engaged them with a competitive/motivating element.
We recently dealt with a client where we offered $100 to every person who had their presentation done when they were due. It's not that $100 is such a huge incentive for executives, but it gave a concrete goal to shoot for and engaged them with a competitive/motivating element.
Don't skip rehearsal.
Clear key presenters' calendars on-site, even if it means coming in a day or more early. Even if it means rehearsing on paper/face to face instead of on stage. If coming on-site early is cost-prohibitive, hold rehearsals via conference call.
Clear key presenters' calendars on-site, even if it means coming in a day or more early. Even if it means rehearsing on paper/face to face instead of on stage. If coming on-site early is cost-prohibitive, hold rehearsals via conference call.
If someone says they "don't rehearse"? Remember, there is always a rehearsal: the choice is whether the rehearsal happens live in front of the whole audience, or whether it occurs in a safe, controlled way. You can guess which one is more successful.
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