Just when we thought we’d seen it all……
In a slight change from our usual articles, written to help you organise the perfect event, this is a cautionary tale about an unanticipated change that could have had disastrous results.
With over 16 years’ experience planning and delivering successful events, we thought we’d seen it all. We have dealt with so many different situations over the years.
That’s not to say that the team is in anyway complacent. Planning for the ‘what ifs’ is critical, as are risk assessments and contingency plans.
Where’s the wall gone?
Imagine our surprise on arriving at a venue for a high-profile event, to discover there had been significant re-modelling of the premises since our site visit and the booking was made. In fact, it quickly became clear that walls had been knocked down, room sizes had changed and the location for breakout sessions had been moved. They had failed to communicate any of this to us. They had taken it upon themselves to flip the event around to fit into the new space, but it very quickly became clear their changes were not going to work.
Keep calm and make another plan
No matter how tempting it might have been to panic or get angry, the most pressing task was to revise the plans. Our collective ability to think on our feet and come up with effective, creative solutions was never more critical!
If you’ve read our other articles, you’ll know we talk a lot about the importance of having comprehensive records at your fingertips when you attend you event. This situation proved beyond doubt, the value in following that advice. All the key data regarding the event was available, allowing us to consider every change and its impact.
Plan B, C and D
This was more like a Plan C or even D. Plan B is a comprehensive exercise that plans for the myriad of possibilities – even some highly unlikely – ranging from power cuts to security incidents, natural disasters, to participant dropouts. Venue related problems are considered too – but are more often catering issues or staffing levels.
Like any great army, the team swung into action, working collaboratively with the venue to understand the new layout, how the changes would impact on the flow of the event and ensuring adequate rooms were allocated for the breakout sessions. Where necessary, timings were tweaked to ensure delegates still had time to move between sessions.
Over the years we have developed strong relationships with the various suppliers who all play a part in taking a plan and making it a reality. This was a real bonus when it came to the event build. Everyone pulled together to ensure that stands could still be built, power was available where it was needed, signage was in place to help delegates find their way – the list goes on.
Keeping delegates informed
Effective communications with our client, delegates, venue staff and within our own team ensured that everyone attending the event had up-to-date information regarding any changes to the programme.
Taking the strain so our clients don’t have to
Despite the challenges, our clients’ desired outcomes were achieved, and the event was a great success. This is thanks to the hard work of our dedicated team, our robust processes and the excellent relationships we have built with our suppliers and venues.
It did make me think – if a client had been managing the event themselves, the outcomes could have been very different. It’s unusual for clients to have enough in-house resources to deal with such a sizeable change to their plans. Nor would they have had the same level of experience to understand the complex logistics and the knock-on impact that occurs when plans change.
Are you planning an event?
Happily, such an extreme ‘curve-ball’ is rare, but they do happen. If you’re planning an event and would like a team of experts on your side to ensure your plans aren’t derailed, why not speak to us and find out how we can help.
