Live events are unpredictable at their worst and chaotic at their best. There are always parts of a live event that you cannot plan for, regardless of how thorough your preparations are. Unexpected things can happen during all event types, it does not matter whether you have a remote, hybrid or in-person event. Working with live events means that there is a possibility that something will not go exactly as planned. The following will look at common event pitfalls with some quick fixes and how to prepare your team for the unexpected before your live event.

Common Pitfalls

As you work with and manage events, you may notice that whatever can go wrong will do so at one time or another. I think I’ve seen just about everything that could go wrong in the many years that I have organized and managed events. From speakers dropping out last minute, to unhappy sponsors, to the food I ordered not showing up for a reception, each were equally unexpected and entirely unplanned for. For this exact reason and many more, a great organizer and manager must be quick on their feet to react and respond appropriately to any situation that arises. 

Tech issues with speakers happen all of the time. Nearly every 2 out of 10 speakers have some sort of trouble. The trouble could be with the A/V set up at a venue, their device simply not working properly, the device’s battery dying mid-presentation, or screenshare issues. No matter how much assistance or directions you provide before they go on stage, sometimes these things happen. In these situations, it is very easy for tension to rise with both you, as the organizer, and the speaker quickly becoming frustrated. One way to combat this before the event begins is to first ask all of your speakers for their presentation materials. I typically prefer to have copies of everything the week before the event begins. When this is not the case, I always accept last minute files and file changes while the event is already taking place. Here it’s most important to stay organized. I do so by having a designated, shared folder and keep the speaker’s name in their presentation file. The second way to try to minimize stage delays is to have a designated backup computer that speakers can use. On this computer it’s important that your shared folder is easily accessible (and organized well) so the show may go on! A general rule of thumb is to provide breaks between each session that are long enough to allow speakers a calmer environment to set up their device with the A/V system in both an in-person and virtual setting. If the break time lapses and a speaker still is unable to connect, I would give them 3 to 5 more minutes, then I would suggest switching to the designated computer. 

Another common issue that arises during live events is catering issues, particularly at in-person events and especially when catering is arriving from outside of the venue. Maybe your caterer got stuck in traffic, delivered the incorrect order, or did not deliver enough food to feed all of your guests. The best strategy you can create to combat any catering issue is to know where the closest grocery store, pizzeria, kebab shop, etc. are to provide a quick, last-minute fix to the problem. When you know exactly where to go for extra drinks or a food order ready in the least amount of time, you can quickly send a member of your team. Another great action you can take is to confirm the details of your order and the delivery with the catering company in the morning of each day of the event. In this call you can get verbal confirmation and request written confirmation via email with who your delivery person will be and exactly what they will arrive with.

At in-person events, name badges are both a necessity and a nuisance. When attendees input their information on a registration form, they can easily make small, unnoticed mistakes. Whether they added an extra letter to their name, input a funny or joke name rather than their own, or changed recently companies without updating their information, there is not much you can do when you hand an attendee their badge with this incorrect information on it. The situation in this case is a bit awkward as the organizer, but it is important to smile, accept the mistake as your own, and try to fix it. Before you send your badges to print, try to check each attendee’s information for errors. Scan through your spreadsheet or PDF to find names, titles, or companies that are misspelled or simply seem incorrect or out of place. It’s a time-consuming task but can greatly help in preventing awkward situations at your registration table. You can also instruct your team to double check the name on the attendee’s badge with a valid form of ID before handing the badge over. Another quick-fix you should prepare is blank name badges. Always keep blank name badges and leave them off to the side in the case that the printed version is incorrect. Blank name badges are also great for attendees who purchase their ticket on-location. If you’re like me, do not have the best handwriting, and wish to avoid writing on blank badges, invest in a label printer. There are many less expensive options out there and using one ensures every badge is uniform and easy to read.

The final common problem I have experienced at live events (in-person, virtual, and hybrid) is not having enough staff to go around. The best way to combat this problem before your event starts is to include volunteers. Posting a “Call for Volunteers” on social media is great for marketing the event but also provides opportunities for enthusiastic members of the community to attend the event, providing you help along the way. If having volunteers is not an option or does not work out, disperse your team members to different areas of the venue. For example, with a team of 4 people have 2 people at registration, 1 stagehand/speaker assistant, and 1 customer service/timekeeper. The 2 team members at registration will be able to work together at the start of the event, then assist other team members later in the day when the attendees have their badges and do not need assistance. The team member who is acting as a stagehand or speaker assistant can ensure the next presentation’s speaker is in the room ahead of time, keep track of a speaker’s talk time, and help to moderate Q&A. Finally, the customer service team member is a floating staff member who is able to speak with attendees, sponsors, and speakers throughout the event to ensure they are enjoying themselves. This person can also assist catering and remind attendees when new sessions begin. While having a skeleton staff is difficult and, let’s be honest, not an ideal situation, it is doable. As the event manager and team leader you must be decisive and work alongside your team throughout the event. Being a leader who’s a team-player will make all of the difference for your team and the attendees of your event.

Prepare your Team

Part of being a great leader is preparation. While you cannot prepare for every scenario, you can mitigate risks and ensure your team is provided with a thorough game plan. Before the event, set aside 30 minutes to an hour to meet with your team. In this meeting, review a basic plan that defines or reminds each person of who is doing what tasks during the event. Giving each team member a specific role will create greater camaraderie and transparency within the team. When assigning tasks, you will also want to be sure to schedule ample break times for each member of the team. It’s important that everyone has a chance to rest and recuperate during the event. Volunteers are another key piece of the puzzle when you are preparing your team. If you can or when you have them, bring volunteers into the conversation. With your team, map out where the volunteers would be most useful and who on the team will be their point of contact. As a reminder, this point of contact does not need to be you. For example, if you have a volunteer acting as a stagehand alongside a team member, that team member can be their point of contact during the event. Remember, this preparation is not only for remote teams who don’t see each other often, it’s useful for all teams. It’s going to keep everyone on the same page and in the same headspace, which may be the best form or event preparation.

Conclusion

If you take away anything from this article, it’s important to remember that you cannot plan for everything but your planning tactics can greatly mitigate the unexpected occurrences that inevitably happen during live events. Things will come up but with thorough backup plans, you may be able to save the day with little stress. Most importantly, as the unexpected arise during your event keep to a general rule of thumb. This rule is to always stay calm, be decisive, be kind, and be swift in your response to the problem. No matter how stressful the situation or how upset an attendee is, be the stellar event manager that you are by keeping your cool and falling back on the provisions you created. 

If you have any tried-and-true strategies that you use at your events, share them in the comments on your preferred social media platform by following the icon images below.