As any event organizer will tell you, you cannot always expect an event to go exactly as you hoped it would. Of course, it pays to prepare for any situation that may arise in the event to ensure everything goes smoothly. But sometimes, no matter how well you have prepared, there are those instances that will completely catch you off-guard, and especially so if disruptions are caused by factors beyond your control.
While you cannot do anything in the event of those unforeseen situations, you can, however, control how you get to react in those situations. It is important to remember that your reaction in such cases can make the difference between a slight blip and a massive, show-stopping issue.
Here are some helpful tips to help you control the situation in case of an “event fail”:
Putting things into perspective helps you critically evaluate matters and relieve the stress. What’s the worst thing that could happen because of a mistake or mishap that happened to your event? Will this matter five years from now? You will be surprised to realize that some of the mistakes, downfalls or failures may not matter in the grand scheme of things.
If the issue is a result of a mistake you made, try not to worry what others may think. Remember that no one will have time to think about you (or your mistake) until things have settled down. What is more important is by that time, you should be part of the solution itself.
Once you’ve stop panicking, it’s time to ask yourself important practical questions: What exactly happened? What are the possible effects of the mishap? Is there still time to avoid those repercussions? If so, how? Who should be involved? If it’s too late to avoid the repercussions, how do you mitigate them? Make sure you answer these questions really well.
Put your logic to work by quickly handling the situation. If you have one (and you should), refer to your action plan for escalating and resolving issues to address the problem as quickly as possible. And don’t be afraid to delegate if you need to do other pressing tasks.
After your event is over, take time to review what happened. Is there anything you could have done differently? What can you learn from this experience to avoid repeating the same mistake? It is important not to be too hard on yourself. Instead, focus on documenting them somewhere where you can refer to the next time you are planning for an event, so you can at least be better prepared than ever.
In the end, you want to be proud of how you handled the situation. And you want to have enough perspective to learn from the mistake moving forward, as that is the hallmark of an event organizer, promoter and entrepreneur.
In the past we have covered 9 essential business skills all event promoters and organizers develop inherently by doing their day-to-day activities. Executing events, small or large, is not easy, and we understand that it takes a lot of moving parts, a go-getter attitude and a well-rounded entrepreneurial acumen to pull off festivals, club nights or other types of nightlife events in our industry.
Things will go wrong, no matter how hard you work to have contingency plans in place. You will not make money with every event you throw, as this is a business that calls for diversifying, and you will at times feel like giving up altogether. We have been there, and you will likely be there too at some point too. It’s how you react at those times that will determine the success of your event and brand years down the line.
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