Anything that can go wrong, will.
Such is Murphy’s Law, and it relates to meetings, trade shows, and corporate events as much as anything else. No matter how well you and your event planners prepare — from assuring everything is running smoothly and everything in between — there are just some things beyond your control. The trick, of course, is to not panic; keep calm and master the event. That’s much easier said than done, so here are four unexpected issues you might face — and how to tranquilly overcome them.
The Late/No-Show
It’s always an unforeseen inconvenience when someone you rely on drops out, but how you deal with it can affect the desired outcome of the event.
A technician dropping out at the last second is a travesty, but most places that cater to events will have a good network of people to call upon in emergencies. Communicate to the event planner that someone’s missing ASAP and get a good replacement quickly. Time is of the essence in this scenario.
Although no-show speakers are more stressful, do not fret, you can still plan! If possible, have a back-up in mind — a later speaker you can move up, or an earlier speaker you can extend. If the cancellation is known ahead of time, try to arrange video, or at least slides that a different presenter can use to connect with the audience. Worst case scenario, have a refund policy in place to deal with disappointed visitors.
Unexpected Venue Complications
A client arrives, only to find the room is not to their desired state. Perhaps it’s too small for their needs —
or the setup process somehow went wrong, and it needs help now.
Sometimes setting up the room differently can address either or both issues. A room that appears too small can be made to seem larger through creative dressing and arrangement. But if the room is definitely too small, the only thing to do is find a new space and make sure attendees are directed to the new room effectively. Choreographed aesthetics can go a long way here- and provide the intended proper quality for the client.
Acts of God
Mother Nature has a way of doing things. Rain, disasters, and other nature events are unanticipated,
uncontrollable obstacles. If you’re planning an outdoor event, always have a rainy-day alternative — even if it’s to postpone the event. Be prepared to shorten the duration of an event to allow people to leave the city early in case of a serious impending weather event — or have a contingency plan to make sure people have somewhere safe to stay in case of an emergency.
Last Minute Speech Changes
Someone who wasn’t scheduled to use a visual aid now hands you a thumb-drive with their presentation on it and tells you it needs to be ready in ten minutes. Oh no.
Sometimes it’s not possible to adapt to technical challenges without interrupting the flow of the scheduled event. In these situations, you need to be able to roll with the punches and quickly improvise a solution.
An unscheduled 10-15 minute break between speakers, while perhaps less than ideal, can at least give you time to address a change without breaking a sweat and panicking. People would rather wait a few minutes than have technicians awkwardly fumbling around while someone tries to talk. Believe it or not, those ten to fifteen minutes can make a world of a difference.
Organization and planning for unexpected issues can make or break your event. Learn how to plan for an effective, successful and sustainable event!
