Your conference venue is hit by a power outage. How do you ensure smooth operations despite the disruption?

1 Emergency Prep

In the face of a power outage, having a well-thought-out emergency plan is crucial. Before the conference, identify emergency exits and ensure they are clearly marked and unobstructed. Equip your venue with emergency lighting that automatically activates when power is lost. Also, train your staff on emergency procedures so they can guide attendees calmly and efficiently. Keeping a stock of flashlights and batteries on hand can also help staff assist attendees in darker areas of the venue.

2 Communication First

Clear communication is essential during a power outage. Immediately inform attendees about the situation using battery-powered megaphones or portable PA systems if the internal communication system fails. Designate staff members to spread the word calmly and provide updates as they become available. You should also have a backup plan for electronic communication, such as a fully charged laptop or smartphone with internet access via cellular data, to send out email updates or post on social media.

3 Tech Alternatives

When the power goes out, so do your tech-dependent presentations and workshops. To keep the show on the road, switch to pre-planned, non-electrical backup activities. This could include roundtable discussions, networking sessions, or workshops that rely on printed materials. Ensure that all presenters have a non-digital copy of their materials on hand. If possible, use natural light from windows or outdoor spaces to continue sessions that require reading or writing.

4 Stay Charged

Keeping devices charged during a power outage is a challenge but not impossible. Encourage attendees to conserve battery life on their devices by reducing screen brightness and closing unnecessary apps. If you have power banks or generators, set up charging stations in a central location. Make sure these resources are used efficiently and prioritize charging for devices used by your staff or for essential conference functions.

5 Attendee Comfort

Attendee comfort should be a top priority during any disruption. If the outage occurs during extreme weather conditions, take measures to maintain a comfortable environment. In colder months, distribute blankets if available, and in warmer periods, provide water to prevent dehydration. Keep attendees informed about the location of restrooms and any available refreshment services, which may be operating on backup power or alternative systems.

6 Post-Outage Actions

Once the power returns, swiftly transition back to your planned schedule, but be flexible with timing and session lengths to accommodate any delays caused by the outage. Assess any technical issues that may have arisen and address them promptly. Take the time to thank your attendees for their patience and understanding, and consider offering compensation in the form of discounts for future events or other goodwill gestures to maintain a positive relationship with them.