Making Last Minute Changes

Very few conferences are stages without some adjustments having been made at rehearsals or shortly thereafter. You would have to be a genius to proceed without introducing various last-minute changes – or more likely a complete fool. In turn, think about the amendments that may need to be implemented with regard to the following areas.

In relation to the speakers:

Hesitant flow of contents, perhaps? Use notes, then on cards or an overhead projector. Inappropriate style, maybe? Give advice about the type of audience being faced. Poor handling of the equipment possibly? Set aside more time to practise with it. Inadequate performance even? Comment on unsuitable or repetitive speech patterns and mannerisms and replace unsatisfactory speakers if necessary.

Concerning the topics covered:

Typically, some not dealt with fully, or at all? Expand coverage of speeches, presentations, or whatever. Edit out surplus examples, anecdotes and so on, and add on a session, perhaps cutting into a break or social activity? Others dealt with too extensively, or even repetitively? Remove excessive and repeated coverage from sessions as appropriate. Take away a session if necessary and allow a little more time for socialising, perhaps.

With regard to the approach:

Do you (or whoever is representing the audience) feel frustrated, angry or resentful as you sit through different sessions? Is this because you can’t respond to a speaker’s viewpoint and are unable to put across your opinions? Turn a speech into a discussion session or add on time for questions and answers at the end. Is it because you can’t touch and examine a product that is being talked about? Incorporate a demonstration into the programme.

Relating to the order:

Are you or your colleagues receiving information which you do not understand fully? Is the information given out of context? Were the benefits of a new product described prior to an explanation of how it actually works, or forthcoming sales targets given before an outline of past figures and prevailing market conditions? Should their order be reversed?

Concerning the length:

Perhaps speakers stopped too soon? Did they gabble? Encourage them to relax and slow down. Did they run out of points? Remind them. Suggest they underline notes. Is insufficient detail being given? Ask them to add examples or anecdotes to personalise. Alternatively, do they overrun? Is this because they rambled? Tell them to stick to their notes. Because of constant repetition? Suggest they be aware of this habit. Just too much material? Cut examples and anecdotes, as appropriate.

Amendments to catering arrangements are most frequently necessary. Feeling sleepy after that alcoholic break? Stick to soft drinks for the conference. Rather full after than sit-down lunch? Have a finger buffet on the day. Bored by the in-house entertainment laid on? Bring your own, if possible. Also bored by the external trips? Select alternatives if other people are likely to feel the same as you.

Does the approach you have adopted need changing? One extreme exists when everyone is left to themselves and there is little to do at the venue, the overnight accommodation or in the vicinity. At the other extreme, is a full timetable of compulsory fun and games. The answer is probably somewhere between these two scenarios.

The order of the activities sometimes needs amending. An exciting activity to begin with can mean that everyone is over-enthusiastic and unfocused during the next business session. Move it to the end! If a less interesting activity is scheduled at the close of the event when everyone just wants to go home as soon as they can, bring it to the beginning to ease delegates into the business programme!

Does the length need changing? Social activities for partners may overrun so that they are not there when a business session ends. Start them slightly earlier perhaps? Cut them a little short? Also, speakers’, delegates’ and partners’ activities can be too lengthy and exhausting. Reduce them so they do not break into, or affect, the business programme – make sure your priorities are correct.

Are some unavailable at the venue for rehearsals but promised for the conference? (Perhaps the secretary is off sick but will be `back in time’?) Are others in an unsatisfactory condition Are some of the facilities provided by outsiders simply not up to date? Does the photocopier copy but not laminate, as promised? Perhaps, other facilities are not easy to operate? The slide projector may be fiddly and difficult to master – far more complex than was indicated by the brochure!

So what should you do? Can you be sure that these problems will be resolved before the event begins? Should you make do with second-rate facilities and services? Do you have time to come to terms with machinery? No – not if it will affect the smooth running of the conference or harm your firm’s image. Go elsewhere for secretarial assistance, another photocopier or whatever, overseeing all changes yourself rather than relying on others – they do not share your commitment! Amend any bills, as appropriate.

Are the walls of the rooms so thing that you can hear every word and movement from the adjacent ones? Does that double bed sag in the middle? These are all negative features which you could probably discover only after a night’s stay.

What about the facilities and services inside and outside the room? All minor points, but ones which may irritate those speakers, delegates and partners who are staying over!

What is your response? Will these difficulties be corrected in time for the conference? Do you want to take a chance? Should you consider accommodating everyone elsewhere, at your second choice hotel, maybe?