The cancellation of events back in 2020 was perhaps the most persuasive proof that no matter how well-planned an event is, certain circumstances are always outside our control.
What you can do as event creators is be aware of these potential pitfalls and event planning mistakes, and make a contingency plan that puts you in the best position to turn things around quickly. Here are the top 10 things that can go wrong at events and the steps to take to get back on track again.
Table of contents
1. The problem: participant dropouts
2. The problem: no one shows up
3. The problem: technology failure
4. The problem: unexpected weather
6. The problem: your venue is too small
7. The problem: you get gatecrashers
8. The problem: a medical emergency
9. The problem: not enough parking or the car park is too far away
10. The problem: dietary problems
1. The problem: participant dropouts
Whether your keynote has had to drop out or one of your main acts can’t attend, it can feel stressful when your carefully chosen event programme doesn’t work out. So, how can you start putting damage control in place?
The solution: have a backup in mind
- The first step is to get as much advance notice as possible that your participant cannot attend. This will give you time to put your backup plan into action. Insert a clause in your contract that states participants should provide 24 hours’ notice of cancellations – so if they’re in any doubt about attending, they can let you know. Ask for check-ins regarding journey plans and updates to ensure they can make it on time.
- Your next step is to liaise with an entertainment agency to make sure you know of someone relevant who also has availability on the day. That way, you have someone you can quickly reach out to if needed.
2. The problem: no one shows up
A poor turnout on the day of your event can be a real confidence blow, especially after all the hard work you’ve put in. “No shows” can be a common problem at online or free events, where the barrier to entry is low.
The solution: clear communication
- For smaller events where every attendee counts, send out reminder emails the week, day, and hour before your event. This way, you can remind attendees of all the important details to avoid dropout. It’s also a way for them to let you know if they can’t make it, giving you a chance to sell more tickets or consult your backup attendee list.
- Consider charging a small fee for tickets to encourage attendance and donate the proceeds to charity if you wish.
3. The problem: technology failure
Technology issues in event management happen to the best of us. Perhaps attendees are having trouble logging onto the chosen platform for your virtual event, or can’t access the interactive features you’ve put in place. So, how can you avoid these common technological problems?
The solution: test, test, and test again
- The less you leave up to chance, the better. If you can, hire an AV professional to ensure all necessary equipment is up to scratch before the big day. You can also trial everything yourself, making sure both you and your speakers are as familiar as possible with the software being used.
- Download any pre-recorded presentations or materials so you’re not relying on internet speed to play them.
- Request hard copies from all your participants in advance, so you can check that they’re compatible with your chosen software.
- When it comes to in-person events, test all equipment in the room. Is the room dark enough for the projection to be clear? Can microphones be heard even at the back of the room? Repeated testing will help you to eliminate those tricky technical glitches.
4. The problem: unexpected weather
The weather in Ireland can be unpredictable. If you’re holding an outdoor event, rainy weather can put a (literal) dampener on your day.
The solution: prepare for the worst
- While it’s good to hope for blue skies and sunshine, have a plan in place in case the opposite happens. Make sure you’ve got an indoor option on standby: a nearby village hall or a marquee.
- What precautions can you take if this isn’t within your budget, or your event should be outside? You could choose weather-proof furniture and decorations. Or, offer disposable macs and umbrellas for attendees to borrow.
- Make sure anything that could blow away, like flyers or tickets, is secured.
5. The problem: long queues
Long queues could create a poor impression of your event before it’s even started. So, how can you make sure things keep moving like clockwork?
The solution: keep track of ticket sales
- You’ll be best placed to avoid queues and long waits if you know exactly how many people are coming to your event. Keep on top of ticket sales using Eventbrite to help avoid long queues at the entrance.
- Ensure you have enough toilets and food vendors for the number of people attending.
6. The problem: your venue is too small
Booking event spaces online or selling too many tickets too soon often leads to not having enough event space available.
The solution: check your venue out
- Make sure you visit the venue in person before booking it for your event. You’ll be able to get a realistic idea of the space and how many guests, staff, and equipment it can hold.
- Check the venue’s maximum capacity with its owners before releasing tickets to the public.
- Ask the venue if there’s an outside area you can incorporate into the event space. As well as providing you with more circulation space, this idea will bring a new dimension to the look and feel of your event.
7. The problem: you get gatecrashers
Unwelcome guests can be a problem for events with free admission and ticketed events, depending on their behaviour. From bringing down the vibe of your event to posing a risk to attendees, the worst-case scenario with trespassers can derail your occasion.
The solution: have a policy in place
- Have a set protocol for your staff to follow to avoid escalating problems and brief each of them on what to do if a disruption occurs.
- If it’s in your budget, hire door staff/security. Alternatively, let the police know about your event so they can check in from time to time.
- Ensure the person on the door is armed with a guest list so only the right people come in.
8. The problem: a medical emergency
These things are sometimes unavoidable and entirely unpredictable. It may sound dramatic, but having the right resources in place could be the difference between life and death.
The solution:
- Make sure the venue is equipped with a defibrillation machine.
- Have at least one member of staff working who is a trained first aider with a fully stocked first-aid kit. If your event is particularly large, consider having a St. John’s Ambulance team on site.
- Make sure no exits are blocked so ambulances can directly access the venue in an emergency.
9. The problem: not enough parking or the car park is too far away
The solution: know the terrain
- Inform your guests of their parking options before the event so that they can plan to either arrive early, get a lift, or use public transport.
- If your event is in the country, ask the venue or the owners of adjoining land if you can rent their property for the duration of the event, or if you can use it for free in exchange for free admission.
- If the car park is too far away for your guests to walk, provide a shuttle or valet service – whatever is more appropriate. At the very least, prioritise having spaces close to the venue available for disabled parking.
- Encourage guests to carpool. Bonus: this helps make your event more environmentally friendly.
10. The problem: dietary problems
Forgetting to cater to a wide range of dietary needs could make people feel left out – whether it’s down to religious factors, allergies, or personal preferences.
The solution: consider and include everyone
- Include a question about dietary preferences at the point of booking on your chosen platform. Include a wide range of options and a field for individuals to be specific.
- If you discover you’ve forgotten to ask about dietary needs at the point of sale, send out a polling email for attendees to fill out beforehand.
- Work with specialist vendors. For example, if you’re organising a food festival or fair, will there be an even ratio of specialist stalls – vegan food, a halal barbecue, or gluten-free baked goods?
- Make sure there are at least a few non-alcoholic options for guests to enjoy, even if it’s an adult-only event.
Preparation is key
Wondering how to manage an event successfully? When it comes to event planning gone wrong, the root of the problem is usually poor preparation – so planning for every eventuality is crucial. Use the above list of event-planning problems and solutions to ensure success. Remember, you can never control every possibility – but having a backup plan will help you feel calmer, more prepared, and ready to tackle whatever your event holds.
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