When you are planning a conference you will try to cover all of your bases and make sure that nothing could go wrong. However, every now and then something unexpected happens and throws you for a loop. The most important thing to remember is to be prepared for these scenarios so that you can handle them if they do happen.
So, let’s look at some of the disasters that could potentially happen when you plan a conference or event at a Cheshire conference venue – and what you can do to solve the problem.
A Natural Disaster Strikes Your Venue
What if something happens to your conference venue right before the conference was scheduled to begin – such as a fire, a flood or a severe storm? This is a terrible situation and it will mean that you are stuck without a venue at the last minute.
In order to avoid this, it is important to identify a backup venue when you are in the planning stages. This Plan B venue should be somewhere that you can move the event to with the least hassle, if your Plan A venue is no longer available. It should be somewhere in the same local area, so that you won’t have to relocate far.
The next step is to spread the word as quickly as possible to all speakers and attendees about the venue change. Send everyone an email and consider calling them as well, so that they are aware of where they should be showing up.
You Don’t Sell Enough Tickets
This is the scenario that keeps you awake at night – what if you don’t sell enough tickets and there are not enough people at your conference at Carden Park. Not only will you be mortified after spending months planning an event that no one shows up to, you might also find yourself losing money on the venture.
So, how can you make sure that enough people show up to your event? First of all, make sure that you are effectively advertising the event on social media and via other means, so that you will get as many people interested as possible. Secondly, ask people to register well in advance so that you can confirm the attendance before the event. You can also consider overselling your tickets or creating a standby list, as you can assume that 20% of people who have said they are attending might not show up – for whatever reason.
Technology Lets You Down
What if the wifi fails, right in the middle of a live internet demonstration by one of your keynote speakers? This can really turn your conference into a disaster, as the present stands awkwardly on stage while everyone else runs around frantically to fix the issue. This is why it is incredibly important to test all of your technology before the conference begins, so that you can spot any issues.
Before the conference begins, talk to your speakers about having backup plans in case of any issues. For example, the speaker could have prepared screenshots of the websites they were planning to show, so that they can still make their point even if the internet is not working. Another common issue is with microphones and sound, so make sure that they have a handheld wireless microphone as a back-up on stage.
One of Your Speakers Cancels
You have booked a fantastic speaker for your conference and you are really excited about the talk they are going to give. However, right before the conference is supposed to start they cancel. Maybe they are ill, or their flight was delayed, or something happened to them – no matter what the reason you are now stuck with no speaker. Your conference guests have paid to see this person talk and they are going to be disappointed.
This is why it is important to always have an “understudy” or back up guest whom you can call on at the last minute to give the talk instead. It should be someone who is available on that day and is located close to your conference venue in Cheshire. Make sure that this speaker is able to give a high quality talk on the originally advertised subject that your attendees will still find helpful and relevant.
These are just a few of the disasters that can occur when you are planning a conference in Cheshire, but with a little planning ahead and problem solving you can deal with them and make the most of the situation.