Adding a speaker after the PA plan is agreed
A late speaker can change more than the number of names on the programme. The new contribution might happen in a different place, involve an interview or include a recording. Treat it as a specific update to the agreed PA brief. The following hypothetical example shows the information worth checking before an organiser assumes that a short extra speech fits the existing arrangement.
Start with the arrangement already agreed
Imagine a celebration where dinner speeches and evening announcements are already listed in the sound programme. Shortly before the event, the host wants to add an interview with two relatives. Start by finding the current speech schedule and quotation. Identify the existing speaking position, operator and handover arrangements. The aim is to describe a change against a recognisable baseline, so the supplier can distinguish the new request from equipment or assistance already agreed.
Describe the new contribution precisely
Write down where the interview is intended to happen, when it begins and who takes part. Explain whether the two people speak together or take turns, and whether anyone introduces them. Include any recording or music that is part of the contribution. These details help Fables review microphone and playback requirements. A statement that there is one extra speech would leave the interview format and any additional source unexplained.
Check the effect on other moments
Place the new entry beside the programme moments before and after it. Ask whether it overlaps with music in another area, changes a handover or moves the operator away from an existing task. Include any venue conditions affecting the proposed location or time. Keep the update specific: a useful change note explains the affected entries and leaves unchanged portions of the programme easy to recognise.
Ask for a reviewed update
Send the proposed change to Fables and the agreed operator, with a named organiser who can answer questions. Ask whether the existing equipment and assistance cover the revised request or whether a different arrangement needs quoting. Confirm any check or handover opportunity with the relevant people. Until that review is complete, describe the extra interview as requested rather than communicating it to the event team as an agreed technical plan.
Share the final programme once
Once the arrangement is confirmed, issue one dated running order containing the added contribution and the agreed cue. Make clear which earlier programme it replaces. Ensure the introducer, operator and event contact receive the same version. If something changes again, identify that specific difference instead of sending several competing documents. This gives the people delivering the sound a practical route from the original brief to the contribution guests will actually hear.
| Record | Detail to agree |
|---|---|
| Existing reference | Current programme and agreed PA arrangement |
| New contribution | Location, timing, participants and speaking format |
| Other requirements | Introducer, playback and affected handovers |
| Review | Supplier and operator confirmation or revised quote |
| Final issue | Dated programme and people receiving it |
Questions about this worksheet
Should a short extra speech still be mentioned?
Yes. Send its location, timing, format and any playback requirement to the supplier and operator. Duration alone does not show whether the existing microphone, equipment or handover arrangement covers the proposed contribution.
What should the final update contain?
Identify the added contribution, the affected programme entries, the reviewed arrangement and the dated running order. Send it through the agreed communication route so the organiser, introducer and operator work from the same confirmed version.