Planning an event can feel like juggling flaming torches while riding a unicycle, thrilling, but with a high potential for disaster. As an events agency with over 250 years experience between the team, we’ve seen it all, from the hilarious to the hair-raising.
Here’s our light-hearted guide to dodging disaster and ensuring your event goes off without a hitch.
First things first: plan, plan, and then plan some more. Think of every possible scenario, from the mundane to the absurd. What if the keynote speaker gets stuck in traffic? What if the caterer brings sushi to a barbecue? Having a backup plan (or three) for every situation is key. Remember, over-preparation is your best friend.
Mother Nature has a wicked sense of humour, so always have a weather contingency plan. If the event is outdoors, making sure we have tents, umbrellas, or an indoor backup venue is key. And if it’s indoors, well, just pray the air conditioning doesn’t decide to take a holiday.
Technology is great, until it isn’t. Test tech runs always take place well in advance. This is done by checking the microphones, projectors, and Wi-Fi. Having spare batteries, chargers, and maybe even a tech-savvy technician on standby. And remember, the more important the presentation, the higher the chance the projector will rebel.
Food can make or break an event. Ensuring we have covered all options for all dietary needs is a must, vegan, gluten-free, nut-free, you name it. And if possible, always, always taste the food beforehand. You don’t want to discover that the “spicy” chicken is actually “set-your-mouth-on-fire” chicken during the event.
Always triple-check the guest list and RSVPs. There’s nothing worse than running out of seats or, conversely, having a sea of empty chairs. And always have a few extra seats and meals, just in case someone brings their cousin’s neighbour’s friend.
When it comes to decorations, less is often more. Avoid anything too elaborate that could fall, break, or catch fire. Trust me, you don’t want to be the event manager who set the venue ablaze with an overzealous candle arrangement.
Ensure your speakers and entertainers are well-prepared and know the schedule. Have a clear communication plan and a point person to manage them. And if your keynote speaker cancels last minute, have a charismatic colleague ready to step in with an impromptu stand-up routine.
Wherever Rockitfish go there is always an emergency kit with essentials nearby: tape, scissors, safety pins, painkillers, band-aids, and a sewing kit. You’d be surprised how often these items save the day. And don’t forget a big smile and a sense of humour, they’re the best tools in a crisis.
No matter how well you plan, something unexpected could happen. The key is to stay calm and composed. The guests will take their cues from the person in charge. If we’re cool and collected, they’ll be too. And if all else fails, laugh it off, it makes for a great story later.
Avoiding disaster at an event is all about preparation, flexibility, and a good attitude. As an event manager, I’ve learned that the unexpected is just part of the job. Embrace it, plan for it, and most importantly, enjoy the ride. After all, the best events are the ones where everyone has a great time, including you!
