Back up your events

        Not only should you back up your computer files but all good professionals,  and organisations, should plan to back up their events.

        What happens if your guest speaker doesn’t show? Perhaps they have gone down with Covid or flu, unexpected disease, or been in an accident.

        What happens if your speaker depending on their visual aids and their equipment isn’t compatible with yours, or the sound system breaks down?

        All good professionals prepare a plan ‘B’ before they start, in case of an emergency.

A Handful of Tips to help you overcome a meeting emergency

* Don’t Panic

        People like to chat. Get people to introduce themselves to people they do not know and to share their backgrounds.

        Get people chatting to their neighbours on a specific topic.

* Find a Substitute

        Everyone has a story to tell.

        Call for a substitute speaker from the audience.

        If you know a member of your audience that has a special interest or an interesting hobby, ask them to come forward and share their special knowledge.

* Ask Questions

        Ask the meeting topical questions. And encourage people to report back. “Are you prepared for an earthquake?”

* Involve Your Audience

        Put your meeting into teams and ask them topical and controversial questions. “What is the best way to delegate work to others? “How should we overcome global warming?”

* Impromptu talks

        Select a topic of interest to your audience.

        If it’s a meeting of seniors perhaps “Where and how did you meet your partner?”

        If it’s business people; ” What’s the best way to get new customers?”

        Next, select a timekeeper and give each speaker a limited time, say three minutes. Ring a bell, or have an alarm go off at the selected time. Some people do not know how to stop speaking. Make it a fun event.

* Play games

        It’s amazing what games you can play with a small rubber ball.

        Get the audience to stand. Ask someone to ask a question. For example; “Where did you grow up?” “Where were you schooled?”

        Throw the ball to someone and the person that catches it has to answer the question and then ask the next question before throwing the ball. It’s surprising what you can learn.

Geoffrey Moss (mossassociates.co.nz)

“Successful meetings occur when opportunity and  preparation meet.”