Disasters are always around the corner at live events. The unpredictability of live exhibitions means that even the most experienced event manager may be thrown into the deep end as opportunities at an event or exhibition unravel. When planning an event, think of yourself as the unluckiest person alive; prepare for every pitfall and eventuality to avoid any nightmares that might come your way.
1/ Your risk assessment of the event should not be a last minute ‘I’ll just jot some things down to keep to protocol’ scenario. Make a list of all the possible disasters, from your keynote speaker having a vehicle breakdown to your brochures not turning up on time. Think about the possible chances of each scenario happening and what you can do prior to the event to make the chances of disaster as small as possible.
2/ Contingency plans need to be available. Although some of these circumstances may be unavoidable, making the risk assessment will give you an idea of possible back-up plans available to you. Ensuring another colleague has a small talk prepared in case the keynote speaker does not arrive or bringing multiple business cards in case of brochure problems are a few alternative plans.
3/ Resources need to be available in case of disaster. When something goes wrong the unforeseen time, effort and expenses needed can become very intensive. Ensure you do not spend your entire budget prior to the event, as having this back-up money will reassure you that if something goes wrong, you have the funds to make it right. Don’t leave everything until last minute. Even if you order 500 brochures a few weeks in advance, they may arrive flawed or damaged a few days before the event. Make sure you are keeping track of all the resources needed to ensure that there are no panic attacks a few days before the event.
5/ Keep everyone informed. Simple miscommunication is often at the basis of any event disaster. Communication managers are a good idea if you are leading a large team and ensure you have the resources for good communication, such as walky talkies if needed. Ensure that you don’t create panic, but explain the problem and show that you are dealing with it appropriately and calmly. Through letting people know what is going on, someone might come up with a solution that you hadn’t considered.
At SD Displays, we understand the effort, time, money and stress that can go into event. We are here to ensure that you can rely on the design, creation and installation of your stand, as well as any print or merchandise, being perfect for your event.