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What do you do if your event production is facing unexpected technical difficulties?

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Event production is a dynamic and creative field that requires a lot of planning, coordination, and flexibility. However, even the best-laid plans can go awry when unexpected technical difficulties arise. Whether it's a power outage, a sound glitch, a broken projector, or a faulty microphone, technical issues can disrupt your event and create a stressful situation for you and your audience. How do you handle such challenges and ensure a smooth and successful event? Here are some tips to help you cope with technical difficulties in event production.

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1 Assess the situation

The first thing to do when you encounter a technical problem is to assess the situation and determine the cause and the impact of the issue. Is it a minor hiccup that can be easily fixed or a major malfunction that requires a backup plan? How long will it take to resolve the problem and what resources do you need? How does it affect your event agenda and your speakers or performers? Communicate with your technical team and your event staff to get a clear picture of the problem and the possible solutions.

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2 Inform your audience

The next step is to inform your audience about the technical difficulty and how you are dealing with it. Be honest, transparent, and apologetic, but also confident and reassuring. Explain what happened, how long it will take to fix it, and what you are doing to minimize the disruption. If possible, use humor, empathy, or storytelling to keep your audience engaged and entertained while you wait for the issue to be resolved. For example, you can share a funny anecdote, ask a trivia question, or invite a guest speaker to fill in the gap.

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Elói Guimar?es

Coordenador de Planejamento e Estratégia de Vendas
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Quando imprevistos técnicos surgem durante a produ??o de um evento, é importante seguir alguns passos para lidar com a situa??o. Primeiro, mantenha a calma e avalie a extens?o do problema. Em seguida, comunique-se com a equipe técnica para identificar a causa raiz e come?ar a trabalhar em solu??es alternativas. Se possível, mantenha os participantes informados sobre a situa??o e qualquer atraso potencial. Enquanto isso, esteja preparado para improvisar se necessário e tenha um plano de contingência em mente para manter o evento fluindo da melhor maneira possível até que o problema seja resolvido.

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3 Implement a contingency plan

The best way to prepare for technical difficulties is to have a contingency plan in place before your event. A contingency plan is a backup strategy that outlines what you will do in case of different scenarios, such as power failure, equipment breakdown, internet outage, or speaker cancellation. A contingency plan should include alternative equipment, sources of power, modes of communication, and content delivery. For example, you can have a generator, a hotspot, a phone, and a USB drive ready in case of an emergency. You should also test your contingency plan before your event and make sure your technical team and your event staff are familiar with it.

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Rachel Elnar

Sr. Creative Producer @ Adobe | AIGA National Board Member | Design Director, Educator, Showrunner, Event Producer, Writer, Typographer, and Community Builder
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Contingency plans are key. My production team spends more time developing standards of procedure and rehearsing triage situations so if there is a technical difficulty, we all stay calm and get through it easily because there’s a process that’s been practiced. Many times, because our events are livecast, there are minor hiccups, but the job of the host and chat moderator is to keep the experience for the audience as smooth as possible.

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4 Learn from the experience

Finally, after your event is over and the technical difficulty is resolved, you should learn from the experience and use it to improve your future events. Conduct a debrief session with your technical team and your event staff and identify what went wrong, what went well, and what can be done better next time. Gather feedback from your audience and your speakers or performers and find out how they perceived the issue and how it affected their satisfaction and engagement. Document the lessons learned and the best practices and incorporate them into your event production process.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Irene Leung

Chief Executive Officer | Primary health care | Social Worker | Certified Relationship Coach
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See if it’s essential to show the part with technical difficulties, if not, just skip it and ensure the rundown is smooth.

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What do you do if your event production is facing unexpected technical difficulties?

1

2

3

4

5

1 Assess the situation

2 Inform your audience

3 Implement a contingency plan

4 Learn from the experience

5 Here’s what else to consider

Event Production

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What do you do if your event production is facing unexpected technical difficulties?

1

2

3

4

5

1 Assess the situation

2 Inform your audience

3 Implement a contingency plan

4 Learn from the experience

5 Here’s what else to consider

Event Production

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