We’ve all heard the age-old adage, “When life gives you lemons, make lemonade.” But how do you effectively do this when faced with unexpected issues with your event? Life is unpredictable, and so is event planning. From weather woes to venue complications, there are countless reasons you may need to pivot your event plans. The question is, will you be ready to make decisions quickly when those unforeseen issues pop up? Let’s walk through some examples of last-minute event problems and how you can pivot to redeem the situation.

Issue: Weather

Weather can be a huge factor in needing to change plans quickly. Perhaps you planned an event that was supposed to be outdoors. Or maybe you planned some outdoor activities in the event schedule. The solution for each event won’t be the same, but we encourage you to get creative! If you planned to have the entire event outdoors, you would obviously need to move the event indoors, but consider booking an event space that has a lot of windows so your guests can still feel close to nature. If you planned some activities outdoors, then consider having those under a covered porch or awning. No matter your weather issue, there is always a creative way to make the most of the situation.

Issue: Speaker Cancelation

Speakers can cancel for several reasons. Maybe they get sick right before your event date, perhaps their flight gets delayed, or other travel plans fall through. No matter the reason, you should plan how to pivot if you get this call from your keynote speaker. Think outside the box and take inventory of what you do have. For example, do you have breakout speakers you could ask to lead the keynote or main session? Is it possible to change the formatting of the main session to worship music and prayer before transitioning to breakout sessions? Pro Tip: Ask your keynote speaker for an outline of their presentation before they arrive. Having this outline will give you the freedom to ask another speaker to present while still sticking to your original message.

Issue: Venue Complications

No venue is immune to complications. Any manner of things can happen that can cause your event to need to pivot. Maintenance challenges, natural disasters, or technical difficulties are just some of the reasons you may need to change your event plan. To stay ahead of these issues before they arise, here are some tips to help you and your team prepare for common venue situations.

First, take some time to learn about the venue that you’ve chosen. Know the layout of the campus and the options for meeting spaces before you arrive. If there happens to be an unforeseen maintenance issue that can’t be fixed you have the knowledge of being able to ask for another space by name if needed.

Second, if your venue experiences a type of natural disaster and your event has to be canceled, have a backup plan. Depending on your event, you could choose to reschedule for a later date at the same venue. If you can’t reschedule, consider downsizing your event or holding it locally. Pro Tip: Perhaps one of the best ways to pivot your event in this circumstance is by helping the affected area’s residents. Ask attendees to volunteer their time to the relief efforts or donate needed supplies instead of attending the event.

Lastly, technical difficulties always come when we least expect them. That is why we encourage you to download any presentation slides, music, or other media items you may need for your event before the event begins. Taking these precautions won’t leave you scrambling if the internet service is interrupted during your event.

While unexpected issues can pose significant challenges during event planning, the key to success lies in your ability to pivot with creativity and resilience. By anticipating potential hurdles, having backup plans, and remaining flexible, you can turn obstacles into opportunities for engagement and connection. Remember, the heart of any event is the experience you create for your attendees. So, when life throws you those proverbial lemons, embrace the chance to adapt, ensuring that your event not only goes on but flourishes in the face of adversity.