What do you do if your live event project is falling behind schedule?

Managing a live event can be as thrilling as it is challenging, especially when the clock is ticking and you're falling behind schedule. It's a situation that demands quick thinking, decisive action, and a calm demeanor. Whether it's a conference, concert, or festival, time management is crucial to ensure everything runs smoothly. If you find yourself in this predicament, don't panic. There are practical steps you can take to get back on track without compromising the quality of your event.

1 Assess Quickly

When you realize your live event project is lagging, the first step is to conduct a swift and thorough assessment. Identify the areas causing delays and evaluate their impact on the overall schedule. This could involve speaking with team members, reviewing project timelines, or checking in with vendors. Understanding the root of the problem is essential to formulating an effective recovery plan. Remember, time is of the essence, so keep this process as concise as possible.

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Richard Mazda

Owner, The Secret Theatre
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The first focus should be to identify anything that is non essential and time wasting. Chasing the button supplier? Just stop. The essential part of what makes a live event work starts with the performers. If they are underrehearsed or in any way behind you have to insist on more or longer rehearsals and take people to task if they had promised to be ready but then are not. However, keep your voice reasonable and resist any temptation to 'lose it' - that is reserved for sports coaches.

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Lívia Inglesis Barcellos

Researcher and Ph.D. candidate in Media and Technology | Journalist | CAPES Scholarship | Mother
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No último evento que realizei, notamos que haveria um atraso caso mantivéssemos o cronograma sem alterações. Diante disso, pensamos em uma estratégia para fazer alterações sem afetar a experiência dos palestrantes e dos participantes. Tínhamos um bloco de apresentações individuais do nosso grupo de estudos. A solução? Transformamos em uma mesa redonda. Essa solução acabou sendo MUITO melhor do que o planejado, e conseguimos manter o evento dentro do horário previsto. Apenas avisando o público da mudança, e seu motivo. Todos aprovaram!

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2 Prioritize Tasks

Once you've pinpointed the bottlenecks, it's time to prioritize tasks. Determine which elements of the event are most critical and focus your energy on getting those back on schedule first. This might mean reallocating resources, cutting back on less essential features, or even postponing certain aspects if they're not crucial for the event's success. The key is to ensure that the most important elements are ready to go, even if it means making tough decisions about what to sideline for the time being.

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3 Communicate Clearly

Communication is paramount when you're up against the clock. You must keep your team informed about any changes to the schedule or plan. Clear communication can prevent confusion and ensure that everyone is working towards the same revised goals. It's also important to manage expectations by informing stakeholders, such as sponsors or attendees, if there are going to be significant changes to the event.

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4 Delegate Effectively

Delegation can be your best friend in high-pressure situations. Trust in your team's capabilities and hand off tasks to individuals or groups best suited to tackle them quickly and efficiently. This not only helps distribute the workload but also empowers your team members, potentially leading to innovative solutions that can save time and improve the event's outcome.

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5 Adjust Realistically

In the face of delays, it's crucial to adjust your expectations realistically. Sometimes, achieving perfection isn't feasible, and aiming for the best possible outcome under the circumstances is a more practical approach. Review your event's objectives and decide where you can make compromises without significantly impacting the attendee experience. This might involve simplifying certain elements or modifying the event's scope.

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6 Solve Creatively

Finally, when traditional methods fail, it's time to think outside the box. Creative problem-solving can uncover unconventional ways to accelerate progress and make up for lost time. This could mean using technology in new ways, finding shortcuts in setup or breakdown processes, or even crowd-sourcing solutions from your team. Embrace creativity and encourage your team to do the same; it could be the difference between falling further behind and pulling off a successful 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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What do you do if your live event project is falling behind schedule?

1

2

3

4

5

6

7

1 Assess Quickly

2 Prioritize Tasks

3 Communicate Clearly

4 Delegate Effectively

5 Adjust Realistically

6 Solve Creatively

7 Here’s what else to consider

Live Events

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What do you do if your live event project is falling behind schedule?

1

2

3

4

5

6

7

1 Assess Quickly

2 Prioritize Tasks

3 Communicate Clearly

4 Delegate Effectively

5 Adjust Realistically

6 Solve Creatively

7 Here’s what else to consider

Live Events

Rate this article

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