Nothing goes completely right in the world of corporate events. How you respond in the face of this unexpected change can be what separates your event success from a horror story. This is the professional way to deal with it when things go off course last minute.
Stay Calm and Assess Quickly
Panic spreads faster than solutions. Deep breath, check the facts and see what really happened. Your measured response informs your entire team.
Communicate Immediately
Transparency builds trust. Begin with key stakeholders: Boss, main speakers and venue coordinators.
Have Backup Plans Ready
Good event planners always have backup plans. It’s not negative to get alternative venues, backup speakers or provide flexible catering arrangements (this is professional!) These are the options to document when you plan not in an emergency.
Leverage Your Network
Relationships come to the rescue when technology fails or a speaker cancels. Continued relationships with vendors and venues within the industry are the type that will go the extra mile, and then some more miles for those planners they believe in. For Corporate Event Management, visit Parallel Blue, a Corporate Event Management company.
Focus on Core Objectives
Don’t forget why you are even doing this event. Are your secondary goals at odds with these changes, undermining what you really want? Less is often more when it comes to event design — all the elaborate productions are falling apart, but sometimes a simpler concept works better and more effectively.
Document Everything
Take notes on what went wrong and how you saved it. These are lessons you can bring with you to future incidents, and show management that not only do you know what the problem is – but how it should be fixed.
These unforeseen changes are a true test of your professionalism, perform well during them and you will gain respect that far outlives the event itself.