Event Planning A-Z: "O" for Obstacles

Why Preparing for Obstacles is Essential

Events are living, breathing operations, with many moving parts—and things don’t always go according to plan. Failing to anticipate potential issues can lead to:

• Delayed schedules

• Frustrated attendees

• Reputational damage

• Budget overruns

• Burnt-out team members

Anticipating and planning for obstacles isn’t about expecting failure—it’s about ensuring your team can adapt, pivot, and keep the event experience smooth and professional.

Common Obstacles in Event Planning & How to Tackle Them

1. Last-Minute Cancellations (Speakers, Vendors, Staff)

A keynote speaker falls ill. A catering company backs out. A staff member is a no-show. These situations happen more often than you'd think.

Solution:

• Always have backup options—a second-choice speaker, a trusted backup vendor, or trained volunteers who can fill in.

• Build a contingency list for each key role and vendor.

• Include cancellation clauses in all contracts to protect your budget and timeline.

Expert Tip: Establish strong relationships with your suppliers and partners—those relationships often mean they’ll go the extra mile for you in a crisis.

2. Technical Failures

Microphones cut out, presentations won’t load, live streams fail—technical issues can severely disrupt the flow of your event.

Solution:

• Test everything the day before and on the day of the event.

• Have backup equipment (batteries, microphones, laptops, adapters).

• Always have a tech support team on-site or on-call.

Expert Tip: Prepare a printed or digital copy of all presentation materials just in case something can’t be displayed on-screen.

3. Weather Woes for Outdoor Events

Planning an open-air event? A sudden downpour or extreme heat can change everything in a heartbeat.

Solution:

• Have a Plan B location or a tented option.

• Communicate clearly with attendees about weather-related changes.

• Provide essentials like umbrellas, sunscreen, water stations, or blankets depending on the season.

Expert Tip: Check weather forecasts consistently in the days leading up to your event and build extra time into your schedule for weather-related delays.

4. Low Turnout or No-Shows

Despite a great marketing campaign, your turnout is underwhelming. This affects energy, networking, and ROI.

Solution:

• Use overbooking strategies when appropriate.

• Provide pre-event engagement to strengthen commitment.

• Read our “N” for No-Show blog for detailed strategies to prevent this!

5. Budget Overruns

Costs can creep up through scope changes, last-minute purchases, or underestimating expenses.

Solution:

• Build a buffer into your budget (typically 10–15%).

• Track expenses in real-time using budgeting software.

• Review past events to spot common cost areas you may overlook.

Expert Tip: Review contracts for hidden fees like overtime, service charges, or tech support that could blow your budget.

6. Miscommunication Within the Team

Unclear roles, delayed updates, and last-minute confusion can cause breakdowns in execution.

Solution:

• Define roles and responsibilities early.

• Use a centralized communication platform like Slack, Teams, or WhatsApp.

• Hold daily check-ins in the days leading up to the event.

Expert Tip: Create and share a master event day run sheet with everyone involved.

Strategies for Managing Obstacles Proactively

Risk Assessment:
Before the event, hold a team session to identify potential risks—both big and small—and brainstorm solutions.

Scenario Planning:
Create "What if" plans for your top 3–5 most likely challenges. Assign roles and responses ahead of time.

Train Your Team:
Empower your team with the knowledge and autonomy to make quick decisions. Host short drills or walk-throughs of the event timeline and emergency procedures.

Stay Calm and Solution-Oriented:
Even with the best plans, something may still go wrong. The goal isn’t to eliminate all issues—it’s to handle them gracefully and professionally.