Navigating Last-Minute Changes in Planning Your Meeting

kara • January 5, 2022
Person wearing a blue face mask and yellow shirt, thinking, with question marks in thought bubble.

When it comes to gathering, there’s still a lot that’s being figured out in the context of the pandemic: hybrid work, vaccination status, masks, travel, covid-friendly food options, and more. One client shared with Kara that the organization was stalling on finalizing details of a Sales Kick-Off Conference with the goal of making a decision about whether the event will be in-person or virtual at the last possible moment. Another client came to us for help on some meeting design challenges and had to navigate the fact that the event—originally planned as an in-person gathering— became a virtual event literally the day before it was supposed to happen.


We’re making plans in an era of uncertainty. These things are going to keep happening. It’s not clear if we’ll ever again get to a point where we can guarantee that an in-person event will definitely be in person, or that the keynote speaker we were planning on doesn’t suddenly develop the sniffles and will now give her speech from a virtual podium instead of the stage. Because of our new reality, here are a few recommendations on how to be proactive in your leadership and team meeting planning.

Have a Virtual Back-Up Plan


When you schedule that oh-so-desired in-person gathering, develop a plan to run it virtually as well. It’s not worth getting caught off guard. Take the time. Have a plan for how you will distribute materials, use technology, assign roles, invite engagement and collaboration, and achieve your meeting goals even if you’re not physically together.


We suggest having two detailed Runs of Show for whomever is leading the meeting. These are step-by-step walkthroughs of the meeting in minute detail. They’ll include things like the questions for discussion, decisions that need to be made, when you’ll collect information and run activities, how others will be involved, when you’ll take breaks, etc. Even if the topics and discussions for the in-person and virtual formats are the same, the details will look very different because the processes will differ.


Plan for a Hybrid Event


A hybrid event—one where some folks are in person, and others are participating virtually—accommodates more people and circumstances. It may be your planning starting point, or simply your back-up plan if needed.


That said, a high functioning hybrid event requires more preparation than either the in-person or virtual events alone. As Priya Parker, author of “The Art of Gathering” shares, “Hybrid gatherings aren’t one gathering—they’re three.” There’s the space for the co-located participants, the virtual space for those participating digitally, and then there’s the space and interaction between these two groups. As a facilitator or leader, it’s common to give attention or preference to the experience and function of one of those spaces (and usually it’s the one that has more people in it), not all three. 

So how do you navigate this? In a recent interview, Priya Parker recommended having a facilitator or host specifically dedicated to each of the two main spaces, and have them coordinate so the cross-over space is also managed. Additionally, the facilitator with more implicit power (relational or positional) should manage the space with fewer people to balance the focus preference between these spaces. 


This also means having the tools on hand for a great tech experience. Give each of the speakers a mic and extra mics for the attendees and then make sure you have good audio delivery mechanisms so the virtual attendees can hear the in-person conversation and engage. For more great tech suggestions, check out thisHBR post by Bob Frisch and Cary Greene.


When to Make a Final Decision


As you’re planning your gathering, gather input on leader, speaker and attendee comfort levels. What is their preference? Does it change based on certain factors? What are the local and institutional guidelines for gathering where you are?


Make it clear to everyone involved that you’re paying attention to the realities and preferences, that you have a plan B and plan C and that you’ll communicate with them proactively. If you do your job well, you can stall on making your final decision until your venue and airline companies start complaining. If those aren’t factors, then stay nimble as long as you can and good luck!


What other ideas do you have? Share them in the comments…this space is evolving.

Summary of Takeaways

In a world where in-person events can suddenly shift to virtual or hybrid formats, being a proactive leader means planning for uncertainty. To keep your high-stakes meetings on track despite last-minute changes, follow these strategic recommendations:



  • Develop a Virtual Back-Up Plan: Don’t wait for a disruption to scramble for a Zoom link. Create a "Plan B" that includes a detailed virtual Run of Show. This step-by-step walkthrough should account for how you will distribute materials, use technology, and achieve engagement goals in a digital environment.
  • Master the Hybrid Experience: If some participants are in-person and others are virtual, assign a dedicated host to each "space" to ensure coordination. To balance the experience, the leader with the most positional power should often manage the group with fewer people to prevent the virtual audience from feeling like second-class participants.
  • Stay Nimble with Final Decisions: Gather input on attendee and speaker comfort levels early, and be transparent that you have multiple contingency plans. This allows you to stay flexible and wait as long as possible before making a final "go/no-go" decision, as long as logistics like venues and flights allow.
  • Strategize for High-Stakes Moments: While you can "wing" a routine check-in, high-stakes discussions require deep strategic thought. Ensure everyone is set up to contribute meaningfully, regardless of the medium, by getting clear on desired outcomes before the meeting begins.

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