Do your sessions really need a facilitator, or can the speaker introduce themselves and run it solo?
Let me tell you a story.
We were running an event for a client. Each session was introduced by one of the client’s staff.
They would welcome attendees back, introduce the speakers, remind everyone of housekeeping (how to ask questions, etc.), then hand the session over to the speakers.
At the end of the presentation, the facilitator would come back up and facilitate the live Q&A.
We had one group that was sponsoring a session. They insisted they introduce themselves.
“Oh, we’ve done this a million times. We can introduce ourselves and facilitate the Q&A ourselves.”
Guess what happened.
Yep. You’re probably right. But hold on.
Facilitators can also be your online participant's voice in the room.
We gave the facilitators a script to follow. It told them:
- How to introduce the session and welcome the presenters and guests
- How and when to wrap up the session
- What to say at the start and finish of a session - including any sponsor thank-you’s we were under contract to say
- The speakers were late
- If we had virtual speakers drop
(By the way - that script is available as a bonus from my book, Memorable, Profitable, Virtual.)
We gave that script to this session’s “facilitator.”
Did they follow it?
Of course not.
Did they remind everyone of how the live Q&A was going to run, including how to submit questions?
Nope. Not a peep.
Did they introduce each other the way they were supposed to, and direct folks to find out more about them on the event app?
Nope. Instead, they spent seven minutes introducing themselves. (There were 4 speakers)
Did they take questions from the online audience?
Nope. (And the online attendees were pissed.)
Did they thank all the sponsors, including the ones our client was contractually obligated to name at the end of each session?
Nope. (There was a bit of damage control to be done here.)
Did they mention that after their session there would be a 30-minute break and refreshments would be served in the main ballroom?
Nope.
So far, so bad. But the biggest kick in the unmentionables was to come.
Did they even mention the name of the conference during their session?
Y’know, something like, “Welcome back to the ABC Conference, hope you enjoyed lunch!”?
You know the answer.
And it makes my skin crawl to this day.
NOPE.
They didn’t even mention the conference by name. Not once during their session.
They did everything wrong.
This is why I always advise my clients - make sure you have a facilitator for every session - someone to open and close it - and will follow your script.
They don’t have to follow it down to every word, of course.
But they need to mention the important stuff.
Stuff like the name of the bloody conference. Or how the live Q&A will be run. Or what’s happening after the session is over.
Your sessions need facilitators. Even if just to open, moderate Q&A, and close.
Otherwise, your session is going to feel like amateur hour.