When the agenda of a conference changes all of a sudden, it is very important to keep to your composure and think of the necessary steps to be taken to rectify the situations. First, get the attendees informed of the changes through emails, the event website or app and other social media platforms. Make provisions for sessions and other activities that will fill the agenda that has been changed. Finally, let the attendees know of the reasons for the change so that transparency and trust would be maintained.

Cuando se producen bajas de última hora, hay que informar tan pronto como sea posible de la baja y tratar de buscar alternativas para que no haya huecos en la agenda. En las ocasiones en las que se han producido este tipo de incidencias en eventos donde he formado parte de la organización: - Se ha informado a los asistentes de la ausencia y siempre que ha sido posible, del motivo - Hemos buscado una charla alternativa entre los asistentes - Cuando no ha sido posible, un miembro de la organización ha realizado una charla sustitutiva

As a manager inform your subordinates of this matter asap. As I know , we always have the equipment readily available for these unexpected situations. By equipment I mean extra tables , chairs , stationery, crockery for intermission stations . An most important is room capacity

Clear communication is your most valuable tool. Start by immediately notifying attendees through multiple channels - email, event apps, and onsite announcements - to ensure the message reaches everyone. Be transparent about why the change is happening and highlight the benefits or new opportunities it offers, such as an exciting replacement speaker or extra networking time. Update all materials, including signage and digital schedules, to reflect the new agenda. Onsite, station team members to guide attendees and be equipped to answer questions. Transparency, empathy and proactive support turn a potential disruption into a chance to showcase adaptability.

Communicate the changes promptly and clearly, highlighting any benefits or new opportunities that may arise from the adjustments. Offer support for any concerns or questions attendees may have. You can send out an updated agenda via email or through the conference app, and provide a brief explanation for the changes. Consider hosting a Q&A session or setting up a help desk to address any concerns in real-time. Emphasize the value of the event and how the changes may enhance the overall experience for attendees.