How to avoid a crisis: learn from global experts with this event management advice
Events management is challenging for even the most seasoned professional. With so many moving elements outside your control, there are always risks. As a PA or EA in a large company, you may be asked to manage events such as private dining, office parties, and client entertainment events.
Events management is only one part of your job, so take advantage of this event management advice from the industry experts.
We work with some huge global brands so we spoke to five of our biggest clients to gain exclusive event management advice, on how they stay calm when an issue arises and how best to ensure your event goes off without a hitch.
1. “Always have a plan B, and a plan C, and a plan D”
– Head of Events at a Global Advertising Agency
With the research completed ready for a plan B situation, we were able to courier the right flame nozzles to the venue in time to conduct a safety test before the doors opened. Crisis averted.
Getting experts involved in your event ensures that your attendees get the best possible experience. However, the more people that are involved, the higher the risk of crisis.
That may mean knowing which suppliers or products can be used as an alternative, calling in favours from your colleagues and contacts, or even you stepping in to fill the gap.
The resounding event management advice here? Failure to plan means you’ve planned to fail.
2. “Make sure you receive, and read, the venue’s rules and regulations.”
– Head of Events at a Global Media Agency
Ensure you receive the venue’s rules and regulations, so you are aware beforehand about any element of your event that may be affected by policies. This is especially relevant when booking a landmark or historic venue, which may have more rules and regulations than your average venue.
This tiny detail threatened to throw my event into chaos. I had to think on my feet to save this event from the brink, and it was imperative that my relationship with the property manager remain positive and professional.
Luckily the venue staff was happy to work with me on my plan B. I moved the arcade game entertainment and some of the decorations to a space downstairs, making my use of the lift unnecessary. There’s a lot to be said for quick thinking, professionalism, and flexibility, but do your research before your event and you can avoid a mistake like mine.
A simple yet important piece of event management advice; understand your venue inside out.
3. “Build strong relationships with suppliers you can trust.”
– Head of Events at a High Growth Tech Company
Treat every chance encounter as a potentially momentous networking opportunity. When you need to find a new supplier, go to your network to get recommendations. When you find a venue or supplier you know you can trust, think about building a partnership for future events.
4. “Be flexible with your plans and be prepared to compromise.”
– Head of Events at an International Real Estate Company
Have a few alternative plans should any of your key people be unable to pull through on the day. Things happen. If a keynote speaker for whatever reason is not available on the day, you need to ensure that your attendees still get value from your event and that their impression of your event is one of the utmost professionalism.
In the end, we received rave reviews for one of the most engaging and thought-provoking seminars these C-level executives had attended on the topic. By quickly compromising on the structure of the event we were able to turn a crisis into a huge success.
5. “Take charge of the situation; lead.”
– Global Head of Events at a Travel Agency
In the event of a crisis, above all, it is imperative that you stay calm. An answer to your problem is there, but you won’t find it in a panic. Remove the anxiety and panic from your mind and focus on finding a solution to your problem.
This is partly a question of confidence. Confidence may come from experience; once you have successfully managed crisis you will feel more confident to do so again in the future. Perhaps you might also benefit from training in leadership or in project management, to boost your confidence levels. Find a solution and lead the charge.
So there you have it, 5 pieces of brilliant event management advice from global event experts.
For the next event you plan, begin with HeadBox, where you can search, book and pay for a Space all from one place.