Despite careful planning, sometimes things don’t go as expected during an event. Whether it’s a technical glitch, unforeseen weather issues, or last-minute cancellations, events can hit snags even with the best preparations. If you are working with event organisers in Dubai, dealing with unexpected problems requires quick thinking, flexibility, and a calm approach. Here’s what you can do when an event starts to go wrong to keep things under control and salvage the experience for your attendees.
Stay calm and assess the situation:
The first step when things go wrong is to remain calm. Panic can cloud your judgment and make it harder to think clearly. Take a deep breath and assess the situation. What exactly has gone wrong? Is it a technical issue with the sound system, or is there an issue with the catering? Identify the problem as quickly as possible to determine whether it can be fixed on the spot or if an alternative solution is needed.
Communicate with your team:
Once you’ve assessed the situation, it’s key to communicate the issue to your team. If you have assistants, vendors, or volunteers, keep them informed and assign them specific tasks to manage the situation. For example, if there’s a catering delay; task someone with informing guests and offering drinks while they wait. Effective communication ensures that everyone is on the same page and helps you to coordinate a quick solution.
Implement a backup plan:
A well-prepared event organizer always has a backup plan in case something goes wrong. If you’ve planned for problems, you’ll have an easier time dealing with them when they arise. For example, if your event is outdoors and rain is forecasted, have a tent or indoor location ready as an alternative. If the keynote speaker cancels at the last minute, have a list of speakers or activities to fill the gap.
Keep guests informed:
Transparency is key when things go wrong. Your guests may be disappointed or confused if things are delayed or changed, so it’s important to keep them informed. If there’s a delay in the schedule, make an announcement, or send out a message to attendees to let them know what’s happening. If you’re able to resolve the issue, ensure to update them about any changes or delays.
Remain flexible and adapt:
Flexibility is one of the most important qualities for an event organizer when things go wrong. Often, unexpected challenges require creative solutions and quick thinking. Be ready to adapt to the situation—if the planned event schedule is disrupted, think about how you can adjust the activities or timing to keep things on track.
