What do you do if your event plans are suddenly disrupted by unforeseen circumstances?

The best response depends on the particular situation and what it calls for, but keeping calm under pressure is crucial. Assess quickly and loop in key stakeholders (whether it's your team, the client decision-maker, and/or the venue, etc.).

In times of crisis, don't hesitate to reach out to your network for support and advice. Connect with fellow event professionals, mentors, or industry associations who may have encountered similar challenges. Their insights and experiences can provide valuable guidance and reassurance as you navigate the disruption. Additionally, your network may offer practical assistance or connect you with resources that can help mitigate the impact of the unforeseen circumstances.

Amidst the chaos of a disrupted event, maintaining organized documentation is crucial. Keep detailed records of all communications, decisions, and actions taken in response to the disruption. Documenting key information such as contacts, timelines, and contingency plans ensures clarity and accountability within your team. Furthermore, thorough documentation serves as a valuable reference for post-event analysis and future contingency planning.

Effective leadership during disruptions involves empowering your team to contribute their expertise and ideas to problem-solving efforts. Foster a collaborative environment where team members feel empowered to share their insights and take initiative in implementing solutions. Encourage open communication and brainstorming sessions to explore innovative approaches to address the challenges at hand. By leveraging the collective wisdom and creativity of your team, you increase the likelihood of successfully overcoming the disruption.

Our team typically has two set-ups going at any given time, an A track and a B track. If the A feed goes down for any reason, the video tech can seamlessly switch over to the B track. While it doesn't need to be deployed often, this safety measure gives peace of mind and a professional touch for our clients.

Maintaining a positive attitude amidst adversity can significantly influence how you and your team navigate disruptions. Embrace a mindset focused on resilience, adaptability, and finding solutions rather than dwelling on setbacks. Communicate optimism and confidence to your team and stakeholders, inspiring a sense of unity and determination to overcome challenges together. A positive outlook not only bolsters morale but also fosters creativity and resourcefulness in problem-solving efforts.

Part of why we hire the best technicians is because they are not only expert technicians but masterful problem solvers. Most have taken the time to learn and gain experience in several roles, so they understand the larger scale systems and how they interact.

Following the resolution of a disruption, conduct a thorough review of your contingency plans to identify areas for improvement. Evaluate the effectiveness of your response strategies and consider any lessons learned from the experience. Use feedback gathered from stakeholders and team members to refine and update your contingency plans accordingly. Continuous iteration and enhancement of your contingency planning processes ensure readiness to tackle future disruptions with greater efficiency and effectiveness.

I stay calm, quickly activate our backup plan, and rally the team to address the unexpected issue, ensuring a smooth event despite the disruption. Moreover, communication with stakeholders is key as I pivot and find creative solutions to keep everything on track.