It doesn’t matter whether you’re a seasoned event planner or a newcomer to the task, organising your company’s Christmas party, a business event or private celebration is always a big undertaking. When all your planning efforts pay off on the day (or night), it can be the best feeling in the world. But what if something goes badly wrong? Potential disasters befalling your event can range from lack of attendance (what if nobody turns up?) to a cancelled speaker or entertainer, to serious technical glitches or WiFi outages. But surely one of the worst case scenarios is a short notice cancellation by the venue.

As an event professional with nearly two decades of experience, I’ve seen venues fall through days, even hours before the event. One vivid memory is a dream wedding venue canceled just three days out. My team sprang into action. We leaned on years of relationships to secure a stunning backup venue overnight. Guests were informed seamlessly, and when the couple walked into their new space, they couldn’t believe it—“This is better than we imagined.” Here’s what I’ve learned: Keep a robust plan B—backup venues, strong vendor relationships, and a clear communication strategy. More importantly, remember: events are about people. Stay calm, show empathy, and turn challenges into unforgettable moments.

Wenn ein Veranstaltungsort kurzfristig absagt, hilft ein klarer Plan, um flexibel und effizient zu reagieren. Hier mein 3-Punkte-Plan für solche Fälle: 1. Alternativen sichern: Sofort nach verfügbaren Ersatz-Locations suchen oder auf ein Online-Format umsteigen. Auch Hybrid-Lösungen können eine Möglichkeit sein. 2. Transparente Kommunikation: Alle Beteiligten (Teilnehmer, Sponsoren, Dienstleister) umgehend informieren und kontinuierlich Updates geben, um Unsicherheiten zu minimieren. 3. Flexibilität bewahren: Eventuell den Ablauf anpassen, Programmpunkte ändern oder auf digitale Formate setzen. Der Erfolg liegt oft in der Anpassungsfähigkeit! Aber das wichtigste ist: Erstmal durchatmen! Was sind eure Tipps für Event-Notfallpläne?

There are 3 dimensions that I suggest should be taken in a timely and valuable manner: 1. Personal dimension, take care of your health, take it easy, breathe and natural medicines that allow you to maintain common sense. Transmit this behavior among your work team so as not to lose faith and hope. 2. Client dimension, communicate honestly and transparently the decision to change location or date to the client. Have a short, concise in-person meeting with solutions. 3.Dimension Audience, offer through all possible means of communication the decision and notification of the change of venue for the virtual or in-person realization of the event. Everything has a solution if there is will and desire!