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Last updated on 2024年6月5日

What do you do if your live event planning tools fail you?

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Live events are a great way to engage your audience, showcase your brand, and generate leads. But what if your event planning tools fail you at the last minute? How do you handle the unexpected glitches, errors, or crashes that can ruin your event? Here are some tips to help you cope with the most common live event planning tool failures.

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1 Backup your data

One of the most important steps to prevent live event planning tool failures is to backup your data regularly. This means saving your event details, attendee lists, registration forms, surveys, and any other information you need to run your event on a secure cloud platform or an external hard drive. You should also have a copy of your event agenda, speaker bios, presentation slides, and any other materials you need to deliver your content. Having a backup of your data will allow you to access it from another device or platform in case your original tool fails or gets corrupted.

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2 Test your tools

Another way to avoid live event planning tool failures is to test your tools before the event. This means checking your internet connection, audio and video quality, screen sharing, chat functions, polling features, and any other functions you need to interact with your audience. You should also test your tools with different browsers, devices, and operating systems to ensure compatibility and accessibility. Testing your tools will help you identify and fix any potential issues before they affect your event.

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Rosita Arnold

Zeig dein wahres ICH – mit Video-Content. Sende klare Botschaften ins ?? deiner Kunden. Mein Mix an deiner Seite: Video-Training, Charisma-Coaching, Selbstliebe-Support.
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All true but it doesnt help if you a power shutdown happens. Fair enough, in many casses, the failure is due to the lack of testing and having a test run done.

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3 Have a plan B

Even if you backup your data and test your tools, you should always have a plan B in case something goes wrong during your live event. This means having an alternative tool or platform that you can switch to in case your primary one fails or malfunctions. You should also have a contingency plan for how to communicate with your attendees, speakers, and sponsors in case of an emergency. For example, you can send an email blast, post a social media update, or create a landing page with the latest information and instructions. Having a plan B will help you minimize the impact of a live event planning tool failure and maintain your professionalism and credibility.

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Rosita Arnold

Zeig dein wahres ICH – mit Video-Content. Sende klare Botschaften ins ?? deiner Kunden. Mein Mix an deiner Seite: Video-Training, Charisma-Coaching, Selbstliebe-Support.
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Plan B should always be available. I have attended live events that immediatly moved to another plattform. This implies you have all your attendees details and can share information quickly.

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Stan Kruss

Exhibit Stands Proven to Win Customers. | CEO at Expo Centric | I built Australia's leading exhibition stand company from 15 years of industry excellence. | Immerse your customers with experiential trade shows.
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Have backup plans. Identify alternative tools or manual processes. Communicate issues and find quick solutions. Prioritize critical tasks.

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4 Ask for help

Sometimes, live event planning tool failures are beyond your control and you need to ask for help. This means reaching out to your tool provider, your IT support, or your event partners for assistance and guidance. You should also ask for feedback from your attendees, speakers, and sponsors on how they experienced the event and what they suggest for improvement. Asking for help will help you resolve the problem faster, learn from the experience, and improve your future events.

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5 Be flexible and adaptable

Finally, the best way to cope with live event planning tool failures is to be flexible and adaptable. This means being prepared to adjust your event format, content, or schedule according to the situation and the needs of your audience. You should also be ready to apologize, explain, and compensate for any inconvenience or disappointment caused by the tool failure. Being flexible and adaptable will help you turn a challenge into an opportunity and show your audience that you care about their satisfaction and value their feedback.

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Rosita Arnold

Zeig dein wahres ICH – mit Video-Content. Sende klare Botschaften ins ?? deiner Kunden. Mein Mix an deiner Seite: Video-Training, Charisma-Coaching, Selbstliebe-Support.
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Definetly key, be adaptable. I run my events with a cohost that can take over if complications happen. Event if it is only to communicate with the attendies.

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6 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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What do you do if your live event planning tools fail you?

1

2

3

4

5

6

1 Backup your data

2 Test your tools

3 Have a plan B

4 Ask for help

5 Be flexible and adaptable

6 Here’s what else to consider

Live Events

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What do you do if your live event planning tools fail you?

1

2

3

4

5

6

1 Backup your data

2 Test your tools

3 Have a plan B

4 Ask for help

5 Be flexible and adaptable

6 Here’s what else to consider

Live Events

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