Something’s happened and now you have to call the event planner and tell them you can’t speak. Yikes!
No one likes the thought of cancelling, but sometimes life happens. The last 11 months are evidence of that. Things happen. Accidents happen. Covid happens. The result is that there are times when commitments have to be rescheduled and/or cancelled.
As a speaker, having to alter a speaking engagement comes with a great deal of angst. (I can practically feel it in my stomach right now!) We all know how precious an invitation to speak is and we want to honor our commitments, but when it’s just not possible, it’s time to handle the situation with as much grace—and skill—as we can manage.
So, if you have to cancel, be apologetic, humble, and sincere. You don’t have to explain your reasons in great detail, but there’s definitely a difference between saying, “Sorry, can’t make it,” and “I’m really sorry for having to cancel, but….” And, because one of the major fears around cancelling is that it’s going to give us a bad rep., it’s important to do some thinking before we make the call. What else is there to say? It depends on your situation, but here are some thoughts to consider:
- Give as much notice as you can so the event planner can start making other plans.
- Try to find or recommend another speaker who might be able to take your place. (You can even offer an honorarium to the speaker willing to fill in for you.)
- Provide/ask about other dates when you could speak instead. Maybe the event planner can switch you with another speaker.
- If the event was an in-person event, ask if you could present virtually instead.
- If there aren’t any other alternatives, ask your event planner what you can do to make it right.
Okay… now that we’ve covered the angst of cancelling, let’s talk about what someone else’s cancellation could mean for you. It’s an opportunity because now the planner is looking for a speaker on the fly. Yikes for them! How great would it be if our name was at the top of their list to call? That’s a rhetorical question… it would be great. The trick is to make sure they have a reason to think of you before someone else. Here are two things you can do to set that stage:
1. Pay attention to recurring events that are a good match for you and your expertise. Connect with the person booking speakers for those events and let them know you’re available as a speaker. Obviously, this is something you should be doing anyway, but when you’re making that first contact, let them know you’d be willing to fill in with a great presentation on the fly too.
2. Touch base with planners you’ve already connected with on a regular basis (another thing you should be doing regularly). Not every week, but every few months, and definitely when you add a new presentation. This my friend is the heart of networking. Sure, you’re hoping they’re going to ask you to speak, but building relationships can create all kind of possibilities and opportunities for both of you.
As I mentioned, cancellations are certainly something we want to avoid, but being sincere with our apology and doing what we can to make things right can help take the sting out of the event planner’s job of finding a replacement.
Being ready to step in when an event planner reaches out to you due to a cancellation is going to have them breathing a sigh of relief. Being willing to refer the planner to a speaker who might also be a good fit if you can’t speak will work too. Either way, you’re taking hold of a golden opportunity to add to your reputation as a great speaker to work with.
‘Til we speak again,
~Beth
If No One Can Find You, How Will You Help Them?
