Organising an event is a multifaceted process where managing disruptions is vital to ensuring smooth delivery. From venue logistics to unexpected technical hiccups, foreseeing and preparing for potential issues can protect the success of your event. Here’s a professional tip sheet to help you shrink disruptions and deliver an outstanding event experience.
A well-written timeline is key to the success of any event plan. Formulate a project timeline with a list of key milestones right from the beginning, including any follow-ups post-event. If this is maintained in a structured format, it will inform both the team and individual members who are accountable, to avoid last minute problems.
Tip: Make use of project management tools such as Trello or Asana for developing and sharing the timeline with your team. This will keep things open, transparent, and collaborative.
Anticipating issues before they arise is fundamental to event planning. Conduct a thorough risk assessment covering health and safety, technical logistics, and attendee management. Evaluate each risk, then devise strategies to mitigate them. Include an emergency response plan, detailing how to handle medical incidents, adverse weather, or security concerns.
Tip: The risk assessment should be continually reviewed and updated. All team members should be aware of the emergency protocols and have full knowledge of procedure in the event of mishap.
Open communication with stakeholders - including vendors, sponsors, speakers and attendees- is vital to minimising confusion and aligning expectations. Distribute information in advance, covering logistics and schedules. A dedicated point of contact for each group can simplify the process.
Tip: Consider scheduling a pre-event briefing with key stakeholders to address any questions or concerns, ensuring everyone understands their roles and the event’s timeline.
A frequent disruption experienced while organising an event is technical problems. However, most of these are preventable. Testing of all equipment, including AV systems, lighting, internet connections and presentation devices, should be conducted before the event. If the event is hybrid or virtual, testing helps the team understand the software, troubleshoot potential issues and check compatibility across devices.
Tip: Arrange for a technician to be on-site during the event to deal with any issues. This resolves problems quickly and offers peace of mind for organisers and attendees.
Having enough staff, with clearly defined roles, is essential to keeping the event running smoothly. Ensure staff are equipped to cover a variety of tasks, particularly if unexpected challenges arise. Cross-training staff to handle multiple roles can be invaluable when adjustments are needed quickly.
Tip: Designate team leaders for areas such as registration, technical support, and hospitality. This way decision-making is streamlined, and staff have a clear vision of what is expected of them.
Attendee flow is often an overlooked area that can significantly impact an event’s success. Effective signage, clear communication of directions, and pre-planned entry and exit points are very important in managing large groups without overcrowding. Staggered entry times can ease congestion and improve the attendee experience.
Tip: Consider using digital check-in systems to reduce queues and provide real-time tracking of attendee numbers.
Reliability of vendors is an essential aspect of keeping your event on track. Draw up a list of alternate vendors for essential supplies such as food, audiovisuals, and seating. Ensure that you have agreed upon clear terms with the main vendors in case of contingencies like late arrivals or shortages that are unforeseen. Tip: Schedule deliveries well in advance of the event’s start to provide buffer time for any unforeseen delays. If possible, inspect supplies upon arrival to confirm they meet your standards.
Real-time communication can make a significant difference when disruptions arise. Equip staff with walkie-talkies or communication apps to facilitate immediate problem-solving. A designated point of contact can coordinate responses and update attendees as necessary. Quick and clear communication prevents small issues from escalating and reassures attendees.
Tip: If a disruption does occur, ensure communication with attendees is timely, transparent, and provides reassurance about the resolution in progress.
Unexpected expenses can arise during any event, from last-minute equipment replacements to unforeseen logistical changes. Allocating a small contingency budget specifically for emergencies helps avoid disruptions due to financial constraints. This reserve should cover essential areas like technical support, transportation adjustments, or additional supplies.
Tip: Keep this budget flexible and easy to access. Having a financial cushion allows you to make quick decisions under pressure, ensuring your event remains professional and uninterrupted.
Once the event concludes, gather feedback from attendees, stakeholders, and your team. Identify areas where disruptions occurred and analyse what could have been done differently. This reflection is invaluable for improving future events, turning disruptions into learning opportunities.
And don’t forget anyone planning an event must ensure Public Liability Insurance is in place. This protects hosts – along with their employees – from claims that might be made by the public or venue management should an accident unfold. The policy is far reaching, covering the likes of accidental bodily harm to loss of property. In short, it’s a must-have!
Tip: Compile feedback into a post-event report, noting recommendations for future events. Maintaining a record of lessons learned will contribute to ongoing process improvements, minimising potential disruptions next time.