Try to pepper your events with speakers who may already have a TedX talk up their sleeve - and then if there’s a keynote cancellation they may be someone you can recruit at the last minute. Or have a trusty speakers’ bureau rep who never steers you wrong and knows your budget. Finally local and news people or judges or university leaders are a great source too.

If we're in a major metropolitan area, we try to dig up a local speaker who's got relevant credentials for this event. If we're in an isolated area, like a resort on an island or at the top of a mountain, we see who in the audience might be tapped to be a speaker or we create a panel discussion with a couple of audience members. The one thing we can't do is offer nothing.

Usually, the keynote speakers know someone good who would be thrilled to fill the spot. Put it back on to them with a kind request to find a suitable replacement.

Having a facilitator/moderator who could step in is a good back up strategy. Also, look for a TEDx on your topic and consider showing it and using as a springboard for a discussion.

A keynote speaker should not stop an event from being successful. I would recommend to always have a plan B, but if that is not an option, while there may be disappointment by attendees, there are different possibilities on how to pivot and still have a successful event. Possibilities includes identifying someone within the audience who may already have a key message that aligns with the event, shifting the keynote to a panel discussion of different experts offering insight, or a Q&A session. Your lead will help to drive the energy of the audience. So stay positive and excited about any of the options that you choose.

People attend conferences and trade shows to connect and learn... offering additional opportunities with guided facilitation to network can fill those unexpected gaps and with the right tools and some guidelines on how to do it, you will always have a back up plan. In any event, risk management needs to be addressed in advance.

I have encountered this situation before. I had a backup plan for the emcee's presentation, including an activity for the attendees to engage with. It was enjoyable and interactive.

This is an excellent question because we often are so engrossed in the event's planning stages that we forget to consider a Plan B. If a keynote drops out at the last minute, it is important to maintain a positive attitude and atmosphere, be transparent with the audience, and make adaptions. I do love the ideas of a short panel discussion or using the time for extra networking opportunities. I would also follow up after the event with attendees, gently addressing the cancellation and thanking them for their understanding while sharing highlights from the improvised content (i.e., action items from the panel discussion). We have never had a keynote cancel, but we have had an MC cancel because she was not feeling well. The CEO became MC.

A keynote speaker is critical to a successful event. In my experience, a dynamic speaker with a clear message can make all the difference in the world. I would check references and ask previous conference organizers about any speaker before hiring. Even in the event of a late cancelation, it's better to have no keynote than a lackluster one.

When a keynote speaker cancels last minute, adaptability is key. First, tap into your network for a quick replacement; industry colleagues or even past speakers can step in. If that's not possible, shift the format by turning the slot into a panel discussion, Q&A session, or a workshop that fosters audience engagement. You can also leverage technology, such as live streaming a remote speaker, or expand networking opportunities by organizing roundtable discussions. Maintaining constant communication with attendees about the changes ensures transparency and keeps expectations aligned with the event's value.