Expecting the unexpected

No matter how much planning happens, there will always be the chance of a surprise occurrence that threatens to derail all the good effort. After almost 30 years of planning and managing events both large and small, we can state this with absolutely certainty! Thinking through all the small details and possible eventualities is an essential part of preparing for any event, and it goes well beyond having a crisis management plan, such as what do to in case of fire. In fact, a real skill for expecting the unexpected is one of the key reasons for investing in a seasoned professional conference organiser.

One Sunday morning we were able to call on our network to supply over 500 delegate name badge pouches to a professional body holding their annual conference. Registration was due to kick off that afternoon and the organisation, having opted to take care of the registration process including printing of name badges, had missed the seemingly simple necessity of a pouch to put the name badge in. A first impression like this for delegates arriving at your event could cloud everything else you do in that week.

This kind of incident actually happens more often than one might think. Something that seems easy to do or quite obvious is completely missed. It is the result of not having the advantage of the checklists that Professional Conference Organisers (PCOs) have set up over time as they learn the ropes of managing events. Years in the business allows them to refine and polish their ability to meet customer needs at every small step on their journey, with a host of documented checks to ensure no small (or big) details are missed.

The best PCOs also go one step further and become experts in expecting the unexpected. This is especially important for events of size or complexity, such as multi-day residential events. Sheer hands-on experience in execution can ensure minimal disruption to delegates (and minimal impact on event budget) is achieved when things don’t go to plan. Great PCOs bring calm, clear judgment and direction to challenging situations. They are sensitised to think through what those outside the profession may be completely unaware of, to put in place measures to mitigate risks with accessible and shared back-up plans, and to manage risks should they turn into a reality. The quintessentially impeccable PCO works behind the scenes so that any change to running order does not detract from the overall achievement of the event’s aims and objectives. A breadth and diversity of experience, garnered through having organised and run many types of events at different venues, goes a long way to building this kind of skillset. The PCO can draw on what has worked well in the past, with the benefit that delegates can focus on enjoying the event and getting the most out of it.

More than ever, we need partners and advisors through both the highs and lows of any event.

If this has not been your experience, why not give Ripcord Promotions a call? We have organised hundreds of events since our launch in 1991.

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