You're dealing with unforeseen obstacles during a live event setup. How do you keep stakeholders satisfied?

Durante a execução de um evento ao vivo, quando existe algum tipo de imprevisto ou problema, sempre fazemos uma avaliação 360° sobre a real situação. Buscamos entender com profundidade o impacto e as possíveis consequências que ele pode acarretar. Após identificar a causa raiz e as possíveis áreas afetadas, tomamos medidas imediatas para mitigar e corrigir o problema. Um ponto que julgamos essencial é manter todos os envolvidos cientes da real situação e nossa atuação mediante o fato. Atuar com comprometimento, profissionalismo e transparência é crucial nesse processo, pois demonstra que estamos no controle da situação, o que ajuda a aliviar preocupações e manter a confiança das partes envolvidas.

In my mind, in a live event setup, clear and proactive communication is key. I swiftly inform stakeholders about the situation, detailing the steps we're taking to address the obstacles. I ensure we have contingency plans and mobilize the team to tackle issues efficiently. By providing regular updates and showcasing our problem-solving skills, I reassure stakeholders that we're in control and committed to delivering a successful event despite the challenges.

On a summer day in 2014, during takeoff from Antalya airport, we experienced engine failure due to internal FOD. After noticing the MASTER CAUTION, we quickly assessed the situation, diagnosed an engine stall, and took immediate action to protect the faulty engine. We informed the tower and planned a single-engine landing, which went smoothly. Although I forgot to inform our company, our transparent and calm communication built trust and eased concerns. This experience strengthened our trust in each other and highlighted the importance of transparency and communication.

I communicate promptly and transparently with stakeholders about the obstacles and the plan to overcome them. I provide regular updates on the progress and offer alternative solutions if needed. I also involve stakeholders in the problem-solving process, seeking their input and feedback. By keeping them informed and engaged, I can manage their expectations and ensure their satisfaction, even in the face of unforeseen challenges. Open communication and collaboration are key to maintaining trust and confidence.

Quickly assess the situation when an obstacle arises to understand its impact. Identify the root cause, affected areas, and immediate mitigation steps. Maintain clear communication with all stakeholders, keeping them informed about the problem and actions taken. Transparency builds trust and shows control, alleviating concerns and maintaining confidence.

Ter uma comunicação clara e direta facilita a tomada de decisões rápidas e precisas. Comunicar-se de forma clara, fornecer atualizações constantes sobre o ocorrido e usar uma linguagem acessível demonstra transparência e consideração pelas necessidades do contratante e do público. Isso ajuda a construir e manter uma relação de confiança entre as partes envolvidas. Quando as pessoas entendem claramente o que está acontecendo, isso ajuda a reduzir a ansiedade e as preocupações. Termos técnicos podem aumentar a confusão e o estresse. Por isso, é importante adaptar a linguagem ao tipo de interlocutor que está recebendo ou transmitindo as informações.

Communicate transparently and promptly with stakeholders about the issues and proposed solutions. Assign a dedicated team member to handle stakeholder communications and updates. Implement contingency plans and allocate resources to resolve the obstacles quickly. Keep stakeholders informed of progress and any adjustments to the event plan. Show commitment to delivering a successful event despite challenges.

Be realistic with solutions offered and honest as to what can be achieved within the timeframe. Generally most stakeholders are flexible with their expectations and most problems can be solved fairly easily when you work together. Maintain good open relationships with your key contractors and keep key companies and contractors on standby to run last minute print jobs or repairs etc. Carrying replacement and backup parts will ensure you are always ready to handle any challenge thrown your way, most importantly don't panic.

During the annual Learning & Development Summit, a keynote speaker suddenly fell ill just hours before their scheduled presentation. As the event coordinator, I quickly reassessed the situation and decided to shift a panel discussion forward to fill the gap. Simultaneously, I arranged for a well-respected industry expert, already attending the event, to give an impromptu talk during the originally planned panel slot. This quick thinking ensured that the event's momentum was maintained, and attendees received valuable insights without disruption. I had the ability to adapt swiftly under pressure not only kept the event on track but also reinforced stakeholder confidence in my capability to manage unforeseen challenges.

Picture this: you’re mid-event, and a sudden downpour threatens your outdoor setup. Instead of panicking, you become the embodiment of flexibility and adaptability. First, you rally the team for a quick brainstorm session, considering all options. Swiftly, you rearrange the schedule, moving key activities under tents and leveraging indoor spaces. You even turn the unexpected rain into a feature, offering guests umbrellas branded with your logo, creating a memorable experience. This nimble response not only saves the event but impresses stakeholders, showcasing your ability to pivot gracefully and turn obstacles into opportunities.

You don't. Unforeseen obstacles imply that they're unforeseen. The more you start fixing it on your own - the more you incriminate yourself and your team. Figure it out together. You're partners, not slaves.

One often overlooked strategy during a live event setup is to have a dedicated "troubleshooter" team on standby. This team is prepared for anything, from technical glitches to last-minute guest changes. Equip them with the right tools and authority to make quick decisions. During the event, this team can quietly and efficiently handle issues without disrupting the flow. After the event, gather detailed feedback from this team about what went right and what didn’t. This hands-on, proactive approach ensures that stakeholders see a smooth, seamless event, even if the troubleshooter team had to work behind the scenes to make it happen.