How PAs can avoid event planning nightmares: 5 tactics for disaster prevention from Apex

Live events are predictably unpredictable, with all kinds of challenges lurking around the corner to trip up even the most seasoned of PAs. But without a crystal ball, how do you avoid the unforeseen pitfalls that can derail your event without warning? Live event and exhibition specialist Apex presents five tactics to prevent a disaster.

1. Assume you’re the unluckiest person alive. Imagine that everything will go wrong; from a delegate tripping over and breaking their ankle to the whole PA system failing half way through your keynote speaker. Make a list of all these disasters and what you can do to reduce the chances of them happening.
2. Contingency, contingency, contingency. Stuff happens. But have you got a backup plan if it does? Don’t wait for something to go wrong before figuring out what to do about it. Create a strategy to deal with identified risks and put contingencies in place.
3. Have the right resources in place. Make sure you’re prepared in case you fall ill or need support to get your event back on track if something beyond your control affects your planning.
4. Work with an experienced agency. An agency that understands the events business will guide you through the pitfalls (because they’ve seen it all before) and provide the contingencies and additional resource you need if things suddenly head south.
5. Keep everyone informed. If you see something going wrong, it’s tempting to keep quiet and try to fix it. While fine for minor issues, if you hit a crisis, you must make your stakeholders aware – especially if there’s an impact on budget.

If this all sounds scary, rest assured help is at hand. The right event agency will know where the pressure points are, and what to do should the worst happen – with all the resources necessary to solve the problem for you. The team at Apex has been using their experience to create successful events for more than 25 years. Find out more about how Apex can help make your events a success, or give the team a call today on 01625 429370.