What to Do When a Webinar Speaker Can't Make the Live Date

Speaker availability can be one of the most difficult parts of scheduling a webinar, particularly when you're working with busy subject matter experts, senior leaders or presenters across different time zones. But if a speaker can't attend the live date, rescheduling the entire event isn't always necessary.

Live, pre-recorded and simulive formats can be combined in different ways, allowing you to keep the event in the diary while still including the right people.

Pre-record the speaker's contribution

If a speaker knows they can't attend live, their section can be recorded in advance and played during the webinar.

This works particularly well when they are delivering a presentation, interview, demonstration or defined section of a wider event. Other presenters can remain live, so one pre-recorded contribution doesn't mean the whole webinar needs to change format.

Pre-recording can also be useful beyond scheduling conflicts. It gives presenters more control over their delivery and allows teams to check content, audio and video before the event.

Combine recorded content with live interaction

A webinar doesn't have to be entirely live or entirely pre-recorded.

For example, the main presentation could be recorded in advance while the introduction and Q&A remain live. If you're running a panel, one speaker could provide a recorded contribution while the remaining panellists participate live.

This gives teams more flexibility when coordinating multiple presenters while maintaining the live interaction that is valuable to the audience.

Consider simulive

Simulive is another option when delivering the main presentation live isn't practical.

With a simulive event, pre-recorded content is streamed at a scheduled date and time rather than being made immediately available on demand. Attendees still come together for the event, while presenters or moderators can be available to interact with the audience and respond to questions.

It can be particularly useful when speakers are working across different time zones, when a presentation needs to be delivered consistently, or when presenters would prefer to record their content beforehand.

When is rescheduling the better option?

The format should ultimately depend on how important live participation is to the session.

If a speaker is delivering a standalone presentation, recording their contribution may have very little impact on the audience experience. If the event is an interactive workshop or a discussion built around that person's expertise, moving the date may make more sense.

Before rescheduling, consider which elements genuinely need to happen live and which could be recorded without reducing the value of the event.

Build flexibility into your webinar format

At WorkCast, webinars don't have to follow a single delivery model. Live, pre-recorded, simulive and on-demand content can all form part of your digital event programme.

That means a speaker becoming unavailable doesn't necessarily require cancelling an event, finding a replacement or starting again with a new date. You can choose the format that works for your presenters while still delivering the experience your audience registered for.

The best option will depend on the event, but having more than one way to deliver it gives your team far more flexibility when plans change.