Mar 25 • General discussion
When Things Break Bad
Let’s be honest…
Flights get delayed.
Speakers cancel.
AV fails.
Weather changes.
Roads close.
I have had all of these happen, plus 75% of my group getting food poisoning, my team getting sick, charter flight engines catching on fire, getting threatened by a vendor to leave my group if I don't pay them additional funds right then and there, the beach for an event was gone due to a storm, a main venue closed 30 days prior to our event.
No event goes exactly as planned.
And in those moments, everyone looks to one person: You
Here are 7 ways to lead, pivot, and protect your event when things go wrong:
1. Control Your Energy First
Before you solve anything, control your reaction.
If you panic, your team panics. If you stay calm, your team stays focused.
You are the emotional tone of the event.
2. Get the Right Information Fast
Don’t react on assumptions.
Ask: What exactly happened? What are the options? How much time do we have?
Clarity creates better decisions.
3. Make a Decision Quickly
Indecision creates more damage than the problem itself.
Even if it’s not perfect, forward motion matters.
4. Redirect Your Team With Clear Instructions
Your team doesn’t need a discussion, they need direction.
Be specific: Who is doing what. By when. What is the priority? Be crystal clear with what you expect from each team member. Some people handle stress and uncertainty much better than others. Recognize who can handle the more challenging tasks or harder decisions.
5. Communicate With Confidence, Even If It’s Not Perfect
Attendees don’t need every detail.
They need: Clear updates. Confidence and Reassurance.
How you say it matters as much as what you say.
6. Protect the Attendee Experience
Most attendees won’t remember the issue, hopefully.
They’ll remember how it was handled.
Shift focus to: Keeping things moving. Maintaining energy. Creating an alternative experience.
7. Always Have a Plan B and Sometimes C
The best planners don’t just react, they anticipate.
Think ahead: Backup speakers or agenda adjustment. Alternate spaces. Alternate routes for off-site events. Flexible timelines. Contingency budgets. Determine the closest hospital. Does your team have CPR training. Have an emergency protocol handbook for your team. Know your client hierarchy.
Here are some resources for you to start with to adjust and make your own.
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When Things Break Bad
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