When it comes to planning events, you're probably thinking of perfectly timed cues, shimmering lights, seamless transitions, and roaring applause. Well, you're not wrong - but that's just the half of it. What you don’t see is the well-oiled machinery in the background, ready to spring into action at the first hint of trouble. Because in reality, event management is as much about crisis management as it is about creating a memorable experience.
After more than a decade in the industry, and countless events under my belt, I can tell you with utmost certainty that the true measure of a great event manager isn’t how well the event goes when everything is perfect - it’s how quickly they adapt, think on their feet, and troubleshoot when things don’t go as planned. This, in fact, brings me back to Murphy’s Law, which in my opinion, should be the guiding principle for all event professionals:
Anything that can go wrong will go wrong, and at the worst possible time
Now let’s take a behind-the-scenes look at how we at Merakie handle these unexpected situations and the secrets that help us guarantee success - no matter what gets thrown at us.
1. Know Your Enemy
We start by conducting a thorough risk assessment for each event. This means identifying potential threats: technical issues, weather changes, venue-specific concerns, and even external factors like city traffic or cultural/religious processions. We assess both the likelihood and impact of these risks and begin by developing solutions for each one. In short, we anticipate the worst so our clients don’t have to.
2. Always Have a Plan B (and C)
Once the risks are identified, we create a risk management plan. This isn’t just about listing out potential problems - it’s about building solutions. For every “What if,” we have a counter-strategy. This includes everything from extra tech equipment to alternative transportation routes for guests.
3. All Hands on Deck
We assign a Crisis Leader, who coordinates the efforts of the entire team and acts as the decision-maker when time is of the essence. They have a holistic understanding of the entire event, they know the roles & responsibilities of each of the team members, which helps them step in wherever necessary.
4. In the Loop
Effective communication is key to managing any crisis. We establish clear internal communication protocols for each event. Each project team has a dedicated communication tool to stay informed - whether it’s walkie-talkies or something simple like a dedicated WhatsApp group. In case of emergencies, our team is alerted immediately, and everyone knows who’s responsible for what. This way, there’s no confusion, just quick, decisive action.
5. Eyes Wide Open
During the event, we continuously monitor every detail. We encourage each team member to be aware and involved with the complete event. This way, the full team is constantly assessing whether things are running smoothly or if adjustments need to be made. It ensures we are always ready to adapt. Flexibility is key, and our ability to pivot ensures that no crisis derails the event.
6. Keeping Calm and Carry On
Clients and stakeholders need reassurance during an event crisis. We make sure to maintain transparent communication with them at all times, even if it’s a matter of adjusting the schedule or mitigating a tech failure. By keeping clients in the loop, we not only build trust but also show that their event is in capable hands.
However, we do understand that appearances matter. No matter what’s happening behind the scenes, we keep our cool and try our best to not let the guests sense the chaos. Our team is trained to handle the situation calmly, ensuring that the attendees remain undisturbed and unaware of the troubles being resolved in the background.
7. Learn, Improve, Repeat
After the event, we hold a post-mortem analysis with our team. We assess what went well, what could be improved, and how we can prevent similar crises in the future. This continuous feedback loop helps us be even better prepared.
Conclusion
Planning for the unexpected is at the core of successful event management. We know that no event is immune to surprises, but it’s how we handle these surprises that sets us apart. Our approach is simple: plan meticulously, communicate effectively, and adapt with agility. When we’re prepared for everything, nothing can catch us off guard - and your event will be a flawless success, no matter what happens behind the scenes.
By incorporating these steps into our event planning, our team at Merakie ensures that whether the issue is big or small, our clients can rest easy knowing they’re in capable hands. So if you're looking for an agency that doesn’t just manage events, but manages the unexpected - then get in touch with us. We'll be happy to do it with expertise, efficiency, and a smile :)
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