"eVENT About It" LIVE: Tackling the Unexpected when Losing Power

Hey, friends of the “Events Demystified Podcast”! We’re back with another captivating episode of our brand new series “eVENT About It.” In this episode, we dive into some of the most unpredictable and challenging scenarios our event community has faced. This episode of ‘Events Demystified’ hosted by your one and only, Anca Platon Trifan, along with her co-host for this series, Megan Martin, dives into various challenges and funny stories from event planning. Anca and Megan are joined by special guests Liz Lothan and John Moritz who share insights and experiences from their careers. John recounts an event where a power outage lasted three days, turning a wellbeing retreat into an unexpected bonding experience. Liz shares stories of organizing events in challenging conditions, such as a secret trip to Tuscany affected by a hacked email leading to the loss of $45,000. Megan questions managing client expectations when they have impractical demands, using a lengthy wedding processional as an example. The discussion highlights the importance of transparency, communication, walkthroughs, and client education to ensure successful event outcomes, even under unexpected circumstances.

The Power of Teamwork: Weathering a Power Outage Together

Story 1: The Californian Retreat with No Power

Our first story comes from John, an event planner who faced an unexpected power outage while organizing a three-day wellbeing retreat in coastal California. Imagine a beautiful lodge, right by the ocean, suddenly plunging into darkness due to a storm. No power, no WiFi, and no way to communicate efficiently with the outside world.

Despite these challenges, John and his team prioritized the essentials:

Ensuring food and drinks were available at the generator-powered restaurant.
Setting up backup lighting like flashlights and pop lights for the meeting spaces and bathrooms.
Facilitating transparency by keeping everyone updated on the status of the power outages and potential solutions.

Key Takeaways:

Transparency: Keeping attendees informed about unexpected situations helps build trust.
Backup Plans: Always have contingency plans for essential needs like lighting and communication.
Attendee Experience: Think of creative ways to make the situation bearable, such as evening events that keep attendees engaged and away from powerless rooms.

The result? One of the best-rated and highly reviewed events John’s team ever organized, proving that even in adverse situations, a positive attitude and strategic problem-solving can turn things around.

Navigating the Unexpected: From Wedding Dramas to Corporate Events

Story 2: The Never-Ending Wedding Processional

Next, we discuss a wedding planner’s experience dealing with a bride’s unique but challenging request. The bride wanted each part of the wedding processional to have different, lengthy musical scores, including a 15-minute track for her own walk down the aisle. The result was a sun-soaked, 25-minute long processional that felt never-ending for the guests.

Key Takeaways:

Realistic Expectations: As a planner, it’s essential to guide clients towards more practical choices, subtly steering them away from potentially disastrous ideas.
Audience Perspective: Always evaluate the experience from the guests’ point of view to ensure comfort and engagement.
Rehearsals: Conducting thorough rehearsals can help pinpoint potential issues before they become major problems during the actual event.

Collaborative Problem-Solving: Enhancing Guest Experiences

Story 3: Event on the High Seas

Liz and her team at Club Ichi organized an exclusive event on a yacht, taking attendees around the picturesque Dalmatian Islands. From the start, they knew they had to consider every possible contingency, especially for an event on water.

Preparation involved:

Screening episodes of “Below Deck” for potential challenges.
Ensuring a sufficient stock of seasickness remedies.
Building strong relationships with the yacht’s crew to handle unexpected situations, like noise complaints from shore-bound residents.

Key Takeaways:

Thorough Preparation: Leveraging industry insights and past experiences to avoid pitfalls.
Partnerships: Building trust with venue staff and suppliers ensures smoother operations and swift problem-solving.
Flexibility: Being ready to adjust plans and offer innovative solutions in response to unforeseen issues.

Final Thoughts

Navigating event challenges requires meticulous planning, clear communication, and the ability to adapt quickly. By learning from the experiences shared in this episode, we can better prepare for and manage the unexpected in our own events.

Thank you to everyone who submitted their stories. Your contributions help us all grow and improve as event professionals.

Get Involved

Looking forward to hearing from you and your amazing stories in our next episode! We’d love to hear your event stories. Submit your event stories for a chance to be featured in upcoming episodes.

Don’t forget to subscribe to the “Events Demystified” podcast on YouTube and Spotify, and follow us on LinkedIn and Instagram for the latest updates.

Connect with Events Demystified Podcast:

Thank you for joining us on this journey to demystify the world of events. Stay inspired, keep pushing boundaries, and let’s create unforgettable experiences together!