What NYC Event Planners Do When a Space Doesn’t Behave the Way It Should

You’ve taken the measurements, thoughtfully planned the decor, double-checked the seating charts, and confirmed the A/V options work. Yet, when your event begins, the space just isn’t working the way you thought it would. 

So, how do you save an event when venue issues threaten to derail it? Here’s what the best NYC event planners do when a space doesn’t behave the way it should. 

Do Your Prep Work

Experienced NYC event planners know that being prepared is your best bet for successfully handling venue issues during your event. Don’t wait until the day of the event to realize you don’t have a back-up plan for inclement weather, additional entertainment, or equipment malfunctions.

Do your best to prepare for any eventualities ahead of time. For instance, you should have a plan to move the event indoors in inclement weather. Bring (or have your vendor bring) additional equipment in case of tech failures. And be prepared to keep guests entertained while you sort out any venue issues. 

Don’t Panic

Whether you suddenly face a bottleneck as guests arrive, your ballroom is unexpectedly crowded, or guests in the back row are complaining about not being able to hear your keynote speaker, the most important thing you can do is remain calm. 

Instead of panicking, take a moment to breathe. Analyze the issue and determine the best way to fix it. Then, assign staff members to handle different aspects of the recovery. For instance, you might call in one of your vendors to entertain the guests while you handle the issue at hand. Roving comedians are great for this! Alternatively, put one of your staff in charge of an impromptu refreshment break for attendees. 

Next, break the issue into its component parts and figure out how to proceed. For example, can tables be rearranged? Is there an adjacent room that could handle spillover guests? Can you place acoustic panels at the back of the room to help with noise control? With a little resourcefulness, you’ll get your event back on track in no time.

Call for Backup

It’s always a good idea to have a list of people to call in an emergency. Think about who you can rely on to get to an event quickly when you need to pivot. Is there a local caterer who can bring sandwiches and finger foods if the kitchen fails?  What about an equipment rental company that can step in with additional furniture or A/V equipment? Can you set up a tent to create additional venue space? 

The right help can be invaluable when a space doesn’t behave the way it should, so if you don’t have a list of back-up staff and vendors, create one now. And don’t forget to cultivate those good relationships between events. People are more likely to come to your assistance when they feel appreciated!

Communicate Honestly and Judiciously

When a space doesn’t behave the way it should, it’s important to communicate the entire time you are attempting to resolve the problems. Reach out to the venue owner and staff (if applicable) to see if they can help. They know the venue, so they may already have solutions to common problems. 

Keep your staff in the loop. This is definitely a time to divide and conquer. Give everyone an assignment, and work to get the event back on track. Keep each other updated as you work so you can continue to pivot and ensure your guests have a good time despite the hiccups.

If the problem is so big that guests can’t help but notice (or have already complained), be honest with them about what’s happening and what you’re doing to fix the problem. They’ll appreciate that more than being left in the dark, and you’ll seem more competent. 

However, it’s fine to be judicious, too. If you’re experiencing problems that can be handled without impacting the guest experience, communicate behind the scenes and keep the event flowing. 

Attend The Expo to Learn More Tips and Tricks for Handling Venue Mishaps

Even the best NYC Event Planners are sometimes confronted with a space that doesn’t behave as it should. What sets them apart, however, is being able to overcome those challenges and still host an incredible event. 

This year, position yourself as one of the best event planners in the business by exhibiting at The Event Planner Expo. You’ll have opportunities to network and learn tips and tricks from other pros while gaining credibility as one of NYC’s major players in the event world. Don’t miss your opportunity to secure a booth! Register as an exhibitor today!