How to cope with last minute event changes

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What’s worse than not organizing an event?

Hosting a mediocre event that results in disappointed attendees!

There could be n number of reasons that result in your event ending up as a mediocre one . One of these could be, a huge number of last minute changes that you have to implement. In fact, 66% of event managers agree that ‘last minute changes and requests’ is one of the leading causes of stress. To put it across honestly, these unmanageable changes can change the course of the event and can result in the event being a complete failure.

Now that’s a scenario that no company and no event planner wants to find him/herself in. Thankfully, there are ways and checkpoints one can go over and put in place to avoid such catastrophic mishaps. A few of these are listed below.

1) A Backup Plan:

The keynote speaker is ill, a performer cancels at the last minute – these are common instances which can occur without notice. Thus, it’s better to plan for such eventualities in order to avoid mishaps. A backup plan should always be handy – like an alternative speaker, or someone to cover up slots-opened-up-at-the-last-minute in order to not end up in a fix.

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2) Checkpoints:

Are the keynote speakers ready? – Check!

Is the Buffet laid out – Check!

Pass distribution – check!

If you have a checklist like this in place, your stress levels will automatically be in check as well. Checklists help keep a tab on your activities. If all the criteria’s are met, you will end up with a smooth sailing event.

3) Leave Some Run-Off Area:

When there are a lot of activities lined up at our event, chances are some activities may take longer than usual. Events hardly run exactly as per schedule. Sessions overrun, speakers turn in late, attendees wander off during the break time etc. are just some of the ways due to which the event’s punctuality goes for a toss.

So, when you have to race against the clock, it’s better to have some extra time on hand to handle such quirks. Be generous with your schedule to maintain the fluidity of your event.

 

4) Dependable Partners:

Working with trusted partners reduces the likelihood of being let down and of having to consequently deal with last minute changes. If things have worked out with them in the past, stick to them; don’t experiment with new vendors just for the sake of your budget. And if you have to work with new suppliers, ask for references and follow up with past clients to be sure you can trust the vendor to get the job done.

While there’s no control over what can go amiss, you can think ahead and prepare for possible mishaps. It’s always better to brace yourself for any eventuality than to sit and wait for a disaster to happen.

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