Murphy’s Law
The most important thing one should remember while hosting any event is Murphy’s Law that states, ““If something can go wrong, there’s a chance it will.” There will always be unexpected issues to be addressed. It all depends on the approach while handling the issues that will determine if things are heading in a negative direction or if the audience barely takes notice of it. The risks that could take place should be evaluated.
Equipment Failure
Failure of equipment is every event planner’s nightmare as it becomes temperamental and breaks down, prior to the show. Setting up of the equipment and testing it a couple of times before the actual use is pertinent. One can conduct a dry run of the presentation at an opportune moment and ensure that the equipment and applications are functioning. This needs to be done for all the arrangements beginning from the venue bookings to the spelling in an event literature. Take personal responsibility even if there is a team to handle different aspects to ensure smooth functioning
Equipment Damage
THE PROBLEM:
Accidents can happen even after meticulous planning and preparation, as technology may create problems. It can range from the equipment being delivered at the wrong place or get damaged during installation of the display.
THE FIX:
One should ensure that there is a backup for the equipment and there is an emergency kit at their disposal. It is important to remain calm as there is someone who will be willing to rent things that are required at that moment.
Typo Mistake
THE PROBLEM:
There can be instances wherein the event is ready to take off and someone notices that there is a major typo error in the display or marketing materials. Similarly, in case the caterers have not been confirmed or if the client’s company name is spelled incorrectly on a sign boards, it can be a catastrophe.
THE FIX:
In case it is critical, then head to the printing store to fix the mistake before the event begins.
THE VERDICT
If the equipment is available at the venue, then check for specifics whether they are available or not. It is essential to have alternative methods of presentation in case there is a breakdown of the equipment.
Failure of Plan
The cheapest and easiest way is not always the best way. If necessary resources are not set up for a business event, it will end up in a weak and amateur presentation of the company. It is better to partner with a qualified vendor, such as a signage and event branding expert to make the event successful.
Plan with the Client
THE PROBLEM:
It is important that there is a consensus with the client at every step so that one knows his likes and dislikes.
THE FIX:
One should double check with the client on each and every small detail from the beginning to the final arrangements. It is better to meet personally and not depend on phone calls that can create a misunderstandings.
Avoid MC’s
THE PROBLEM:
It is better to decide whether to employ the services of an MC is advisable or not as it can make the guest inattentive with the onslaught of the speakers and alienate the attendees.
THE FIX:
It is pertinent to have a mix of speakers and activities in the event.
Finalize Settings in Advance
THE PROBLEM:
Attendees will be annoyed to come for an event where there are last minute arrangements being made and it will look very unprofessional.
THE FIX:
Timing is crucial throughout the event and so it is sensible to have a `dry run’ if possible.
Miscalculation of Guests
THE PROBLEM:
In case the venue is too small and cannot fit a massive crowd and there are not enough chair to the attendees, it becomes a problem.
THE FIX:
It is good to have registrations done for all attendees, even in case they are not paying for a ticket so that there are accurate numbers to plan. Do a check on the venue about the extra chairs and the room size in case it is required.
One should take the guest speakers and their presentation styles into account while choosing the venue. Set cut-off dates for registration well in advance so that there is sufficient time to change something if required.
Booth Over/Understaffed
THE PROBLEM:
A major problem will be to over or under staff as it becomes difficult to gauge the busy moments. It is better the staff meet the other vendors during the period and call them when necessary.
THE FIX:
The best way to keep track of staff is to keep a “Check-Out/In” list, along with a list of cell phone numbers. That way you know who is where and how to reach them, if your booth gets busy.
THE VERDICT
Keep Track of the Event
It is good to know what is happening when the event is taking place. One staff member should be dedicated to monitor the different areas of the business event and keep track of the changes and give solutions or notify an event manager to fix it.
Plan B
Any event planning requires preparation and guarding against any conceivable contingencies. Plan B should be in place in case something goes wrong. It is nice to review a variety of different scenarios and options to deal with any sort of issues.
Attendee Failure
The most important part of making the event a success is the audience and there should be no confusion about the venue.
Unclear Venue
THE PROBLEM:
Attendees arrive late, at the wrong venue due to the confusion over the time and location of the event.
THE FIX:
If possible it is nice to include specific details of the venue, date and time of the conference in all correspondence with the attendees including promotional materials, tickets and confirmation and reminder emails.
Unexpected Turn of Events
Unexpected Bad Weather
THE PROBLEM:
In case an outdoor event is planned and due to sudden rains and strong winds the hoardings and equipment gets damaged, the whole event will be a disaster.
THE FIX:
One should have a contingency plan in place to move the event to a secondary indoor venue. Troubleshooting any possible problems ahead of time, will help one calm and ensure that the plans are in place. Take time to think ahead, and deal with situations when something goes wrong.
Unexpected Cancellation of Vendor
THE PROBLEM:
If the vendor or caterer or entertainer or the MC fails to arrive on time or cancels in the last moment, it becomes a problem.
THE FIX:
The best solution is to have a list of backup vendors and caterers, entertainers who can come immediately in case of a crisis.
Staff Member Fall Sick
THE PROBLEM:
Another common complication that can arise is when the staff member becomes sick prior to the event. Even the absence of one person can create chaos.
THE FIX:
The best solution to this problem is to make sure that all the booth staff members are adequately trained on everything that is happening within the booth, and all the products are showcased.
Guest Speaker Failure
THE PROBLEM:
Relying on other people means there’s always a possibility that they can let you down. The presenter can pull out at the last minute due to a cold, a broken leg or an accident due to bad weather or a clash of schedule.
THE FIX:
So always confirm the dates with the guests in advance so that holidays and sick days can be booked. Set clear expectations about where and when the presenters should be available and make sure they agree. Always have a back-up speaker waiting in the wings to step in and save the day. A follow up is required to confirm their attendance. Make a contingency plan as one cannot stop people from getting sick or hurt, so work out what one can do if this does happen.
Miscellaneous
Keep Calm and Carry On
This is the most important tip to remember, and perhaps the most obvious. But it has to be repeated again. Cool heads prevail in any unexpected sort of situation and in case something goes wrong it is better to keep one’s wits at hand. Stay calm, and address the issue unemotionally. One has to bravely face such situations and deal it successfully without any unwanted attention.
Honesty is the Best Policy
Finally, if something does go wrong during an event, don’t panic and don’t waste energy trying to make elaborate excuses. Simply be honest with the guests, and explain the situation clearly and concisely. The guests will appreciate the honesty even in case of any untoward incident and earn success.
