Last updated on Jul 4, 2024

Key staff members call in sick on the morning of your major event. How will you ensure its success?

Imagine this: you've been meticulously planning a major event for months, and on the morning of the big day, you receive the dreaded news—key staff members have called in sick. Panic may be your first reaction, but as an event planner, you're equipped with the resilience and resourcefulness to handle such hiccups. Ensuring the success of your event under these circumstances will test your adaptability and problem-solving skills, but fear not; there are practical steps you can take to navigate this challenge and deliver a memorable experience for your attendees.

1 Delegate Duties

The power of delegation cannot be overstated in crisis management. Quickly assess your remaining team's strengths and reassign responsibilities accordingly. You may need to ask some staff to take on additional roles or to oversee tasks they wouldn't normally handle. It's important to communicate these changes clearly, providing precise instructions and expectations. Empower your team by expressing confidence in their abilities to rise to the occasion. This not only helps cover the gaps but also fosters a sense of unity and purpose among the staff who are present.

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Staceyann Doria, CMP, CED, HMCC

Founder/CEO, The Event Narrative | Top 40 Under 40 Event Professional | Crafting Strategic, ROI-Driven Corporate Events and VIP Experiences | Expert in Event Design, Execution, and Brand Activation
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When key staff members call in sick on the morning of your major event, preparation is your best ally. Understanding the roles of each team member as part of your preplanning allows you to quickly assess the impact of their absence. While adjustments will be necessary, this foresight helps you make informed decisions on replacements and reassignments. By knowing the critical functions of each role, you can effectively manage the changes and keep your event running smoothly.

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Bhupendar Singh

Helping businesses thrive in shared spaces with expert Office Leasing & Community Management | Leadership, Customer Service & Inclusive Development | Dog Dad
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Quickly redistribute responsibilities among available staff. Assess the skills and capacities of your remaining team members and delegate the critical duties of the absent staff to those most capable. This might mean asking some team members to take on multiple roles temporarily or simplifying their current responsibilities to accommodate the most critical tasks.

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Mounia MADIH

Directrice de projets | Passionate Event Management Professional | Events & Entertainment Enthusiast
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La première chose à faire est de réassigner les tâches prioritaires aux différentes ressources sur place. Décentraliser des responsabilités et former votre équipe à couvrir plusieurs rôles permettent de minimiser les risques donc il faut vraiment leur apprendre à être polyvalents.

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2 Emergency Contacts

Time to tap into your emergency contact list. This should include backup staff, volunteers, or a temp agency that can provide last-minute support. Reach out immediately, explaining the urgency of the situation. While it's not ideal to bring in people unfamiliar with the event, having extra hands on deck can be a lifesaver. Provide them with a quick briefing and simple tasks that are easy to pick up on the fly. The key is to integrate them seamlessly into your existing team with minimal disruption to the event's flow.

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Beth Lawrence, CMP

Award-Winning Event Planner | Top 50 Event Voices to Watch | Event Strategy, Logistics, Stakeholder Experience | Airtable Enthusiast
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Events are all about backup plans! Have backups for each position, or folks on the team who are skilled at multitasking and make sure to assign backup plans and roles ahead of time so that it’s not too difficult to navigate changes on the fly.

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3 Simplify Processes

In light of the reduced workforce, reevaluate the event's logistics and identify areas where you can simplify processes without compromising the guest experience. This might mean scaling back on non-essential features or streamlining certain activities. Your goal is to maintain the quality and integrity of the event while reducing the strain on your team. Be creative and flexible in your approach, and remember that sometimes less is more, especially when operating under constraints.

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Bhupendar Singh

Helping businesses thrive in shared spaces with expert Office Leasing & Community Management | Leadership, Customer Service & Inclusive Development | Dog Dad
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Streamline the event’s operations where possible. Identify any areas where the process can be simplified without significantly impacting the event's quality. This might involve reducing the number of registration desks, simplifying the event schedule, or cutting back on non-essential activities to focus on the core aspects of the event.

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4 Communicate Clearly

Communication is critical, especially when changes are happening rapidly. Keep your team and attendees informed about any adjustments to the event schedule or format. Use clear and concise messaging through the appropriate channels—be it public announcements, social media updates, or direct communication. Transparency helps manage expectations and reduces confusion, ensuring that everyone remains on the same page throughout the event.

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5 Utilize Technology

Leverage technology to fill in gaps where human resources are lacking. From digital check-ins to automated scheduling tools, technology can help streamline operations and reduce the workload on your team. Ensure that all systems are running smoothly and that someone is available to troubleshoot any technical issues that may arise. The right tech solutions can enhance efficiency and improve the overall event experience for both staff and attendees.

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Bhupendar Singh

Helping businesses thrive in shared spaces with expert Office Leasing & Community Management | Leadership, Customer Service & Inclusive Development | Dog Dad
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Leverage technology to fill in the gaps. Use digital tools and software to streamline certain processes. For example, mobile apps for check-in can reduce the need for manual registration, or digital agendas can help attendees navigate the event independently, lessening the burden on staff.

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6 Stay Positive

Maintaining a positive attitude is contagious and can significantly impact the morale of your team and the atmosphere of the event. Encourage your staff, acknowledge their hard work, and stay solution-focused. Attendees will pick up on the energy of the event staff, so a positive demeanor can go a long way in ensuring they have an enjoyable experience despite any behind-the-scenes challenges. Remember, your composure and optimism as an event planner set the tone for the entire event.

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Joy Mido

Events Champion | Experiential Marketing | Content Strategist | Moderator | Brand Strategist | Agile PM | Operational Excellence
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Don't panic! Panicking will only lead to more mistakes. Instead, stay composed to maintain calm among your staff and guests. I believe every situation is manageable. Reevaluate your checklist and reassign tasks, combining similar ones or reducing team sizes. Step in for critical tasks if needed, but remember to stay optimistic—your demeanor will influence the atmosphere of the event.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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John M.

Project Manager at The Wire Association International
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Avoid putting all your eggs in one basket by relying on a single person or select few for everything. Ensure everyone on the team is on the same page so that nobody is left in the dark on "mission critical" pieces. Shared knowledge and responsibilities mean that if a key person drops out, the rest of the team can quickly and seamlessly step in. Regularly update and document processes, share tasks, and maintain open communication. This approach fosters a collaborative environment where everyone is informed and prepared, ensuring the event can go on and be a success, regardless of unexpected changes involving personnel.

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Key staff members call in sick on the morning of your major event. How will you ensure its success?

1

2

3

4

5

6

7

1 Delegate Duties

2 Emergency Contacts

3 Simplify Processes

4 Communicate Clearly

5 Utilize Technology

6 Stay Positive

7 Here’s what else to consider

Event Planning

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Key staff members call in sick on the morning of your major event. How will you ensure its success?

1

2

3

4

5

6

7

1 Delegate Duties

2 Emergency Contacts

3 Simplify Processes

4 Communicate Clearly

5 Utilize Technology

6 Stay Positive

7 Here’s what else to consider

Event Planning

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