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Last updated on 2024年8月7日

You're managing an event with last-minute changes. How do you ensure the schedule stays on track?

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Managing an event is akin to conducting an orchestra; every section must be in harmony, even when the score changes at the last minute. As an event producer, you're the maestro, adept at adapting to unexpected shifts while keeping the performance seamless for your audience. When last-minute changes threaten to derail your carefully planned schedule, you must stay composed, think on your feet, and employ a set of strategies to ensure the event runs smoothly. Whether it's a keynote speaker dropping out, a sudden weather shift, or a technical hiccup, your ability to manage these changes can make or break the success of the event. Remember, the show must go on, and with the right approach, you can maintain the tempo and deliver a standing ovation-worthy experience.

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Jacqueline Smith

Retired from Technology at Wells Fargo

1 Stay Calm

When you're hit with last-minute changes, maintaining composure is crucial . Panic can cloud judgment and lead to hasty decisions that might exacerbate the situation. Take a deep breath and assess the new information calmly . Communicate clearly with your team, and remember that they look to you for guidance. A calm demeanor sets a positive tone and can help to stabilize the situation, ensuring that everyone remains focused on finding solutions rather than getting caught up in the chaos of the change.

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Jacqueline Smith

Retired from Technology at Wells Fargo
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Last minute changes do happen. Always listen and discuss! This is the time to use your problem solving muscles. Some are changes are essential and necessary, but others are whim or caused by misunderstanding. Take extra time to communicate how the project /event looks in a way clients can understand (visual, examples, walkthrough). Make sure to have client meetings with cut-off dates for changes. Explain that changes after that date may be able to be accommodated but with a higher cost (expedited shipping etc.).

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2 Assess Impact

Quickly evaluate how the last-minute changes affect your event. Determine which aspects of the schedule are impacted and to what extent. If a speaker cancels, consider how it affects the flow of presentations. If weather is an issue, think about how it influences outdoor activities or transportation. Assessing the impact allows you to prioritize your response and decide where to focus your efforts to keep the schedule on track.

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Jacqueline Smith

Retired from Technology at Wells Fargo
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If the change is related to safety issues, pull in the building or city manager to get more details and best strategy. I is important to have a backup plan for handling large groups and detailed information about any venue.

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3 Communicate Changes

Once you've understood the impact, it's essential to communicate the changes to all stakeholders effectively . This includes your team, participants, vendors, and possibly the audience. Use clear and concise language to explain what has changed and how it will affect them. Good communication can help to minimize confusion and ensure that everyone is on the same page, working towards the same adjusted goal.

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Jacqueline Smith

Retired from Technology at Wells Fargo
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Make sure to have a way to refer to changes, dates and point person responsibilities. Use a website, spreadsheet, to keep those affected in the loop.

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4 Adjust Resources

With the changes assessed and communicated, it's time to reallocate your resources accordingly. This might involve redistributing staff to different tasks, rearranging venue spaces, or adjusting timelines. Be strategic in how you deploy your resources to address the most critical needs first. This ensures that you use your available assets most efficiently to keep the event running smoothly.

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5 Flexibility is Key

Flexibility is your best friend in times of last-minute changes. Be ready to pivot and come up with creative solutions on the fly. This could mean changing the order of speakers , shortening some segments, or even improvising activities to fill unexpected gaps. A flexible approach allows you to adapt to the situation without becoming rigidly tied to the original plan.

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Jacqueline Smith

Retired from Technology at Wells Fargo
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Have a “dry run” so speakers know where to look for timing, 5 minute warning, when recording starts and how to turn mic off and on. It gives your audio team a chance to trouble-shoot issues too. You can even do this on zoom before the event.

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6 Monitor Closely

Finally, once adjustments are made, monitor the situation closely . Keep an eye on how the changes are playing out in real time and be prepared to make further tweaks if necessary. Continuous monitoring helps you stay one step ahead and manage any additional surprises that may arise. It's all about maintaining control over the event flow and ensuring that despite the last-minute changes, the event remains a success.

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You're managing an event with last-minute changes. How do you ensure the schedule stays on track?

1

2

3

4

5

6

1 Stay Calm

2 Assess Impact

3 Communicate Changes

4 Adjust Resources

5 Flexibility is Key

6 Monitor Closely

Event Production

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You're managing an event with last-minute changes. How do you ensure the schedule stays on track?

1

2

3

4

5

6

1 Stay Calm

2 Assess Impact

3 Communicate Changes

4 Adjust Resources

5 Flexibility is Key

6 Monitor Closely

Event Production

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感谢您的反馈

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