HOW TO HANDLE THE INEVITABLE LIKE A PRO
Nothing de-regulates a nervous system like unforeseen issues when it matters most. And in the event production world, disaster can loom over every meticulously planned detail.
Tech failure. A speaker going blank. A full-on power outage. Seasoned producers know that something unexpected could happen at any moment. The question isn’t if, but when—how you handle it, makes all the difference to the outcome and your heart rate.
From technical redundancies to contingency planning, mastering disaster requires the right mindset and preparation. Here are some ways you can mitigate disaster before it strikes.
Identify Your Event’s Unique Risks
Not every event is vulnerable to the same kind of disaster, which means the first step is identifying what could go wrong for your particular event. I’ve found that the definition of disaster varies greatly depending on the format and the audience. In a hybrid event where the majority of your audience is online, the worst-case scenario is losing the broadcast signal. I remember one event where we had 200 people in the room but over 20,000 watching virtually. Our main priority wasn’t the lights or sound in the room—it was ensuring that the broadcast remained uninterrupted. In such situations, backups, fail safes, and streaming redundancy become your best friends.
On the flip side, for exclusive in-person events, the potential disasters are different. You’re more concerned about things like celebrity no-shows, sound systems failing, or unexpected interruptions. And in some settings, power outages are a real issue. One event we did in Nairobi came dangerously close to falling apart when we were informed of possible rolling blackouts the day before the show. That’s not something you hear every day, but it’s a reality in certain parts of the world. We had to scramble to bring in a backup generator, and it wasn’t a simple task. We hired a generator operator on the morning of the event—cash only, of course. This was a classic case of needing to think on your feet but the real heroes were the local resources and community that came together to support our event.
Disaster is always relative to the kind of event you’re running. Is it a massive virtual audience or a VIP-only room? Each format has different stakes, and you need to understand what’s mission-critical for your specific event.
Build In Redundancies and Assign Roles
Now, once you’ve identified the potential failure points for your event, the next step is preparation. And by preparation, I don’t just mean thinking about what could go wrong. I’m talking about building in redundancy for every key system. Think of it as disaster-proofing. For hybrid or virtual events, where bandwidth is critical, having redundant internet is an absolute necessity. We’ve brought in everything from bonded cellular backups to satellite feeds in cases where the venue’s internet just wasn’t reliable. The best part about these backups? They often never get used, and that’s the best-case scenario.
Of course, disaster-proofing isn’t just about tech; it’s also about people. For every major system—internet, power, or audio/video—you need to assign someone responsible for that particular component. At a high-stakes event, the last thing you want is people running around asking, “Who’s handling the sound issue?” Everyone should know their role and what system they’re in charge of. It’s about having a clear chain of command to make decisions quickly when something inevitably goes wrong.
For one of our regular live events, the performance at the moment is important, but the subsequent video recording will be seen millions of times. In that case, the audio capture is critical. It’s the one thing you really can’t fix in post-production. Because the production team and client are sensitive to it, we have a clear protocol for issues. The broadcast/record Audio Engineer flags the issue to the Technical Director. They check in with the lead producer who makes a call based on context around the speaker. Then if we are going to reset, the Stage Manager is told to walk on and interrupt the presentation for a reset. The host comes out ready with a few jokes and lets the audience know what’s going on to buy us some time for an adjustment. Then when all teams are ready to go, the host re-introduces the speaker. Because the host is transparent and communicative, the audience goes along for the ride and ends up being super supportive of the speaker as they give it another go.
Have Backup
Despite the best preparation, real-time disaster management is where the action is. You can plan all you want, but the true test comes when things go off the rails in the middle of the event. When that happens, how you react makes all the difference.
One of the most effective strategies we use is having “Oh Sh*t” videos ready to roll. These are short, engaging videos we can play when we need a few minutes to fix something backstage—whether it’s a speaker who’s frozen on stage or a tech issue that needs troubleshooting. I’ve been in situations where these videos saved us from awkward pauses and kept the energy of the event flowing while we worked out the kinks behind the scenes. It’s all about having a contingency plan that buys you time without losing the audience.
Keep a Cool-Headed Crew
Another critical element is ensuring that your team can think on their feet, fostered and trained in a culture of ‘last minute’ and prepared for anything. When a speaker freezes, having a host or stage manager ready to jump in and keep the audience engaged is key. I can’t count the number of times we’ve had a host step in to cover for a speaker who lost their place or to smooth over a tech hiccup, and it never kills the vibe.
The trick is in fast communication and real-time decision-making. It’s not about debating the best course of action; it’s about acting quickly and with confidence.
I’ve worked on shows where the speaker handed us a brand-new deck ten minutes before walking on stage. That’s just the nature of live events. What matters is having a system in place to accommodate those changes without letting them derail the entire program. For instance, a speaker-ready room with a dedicated graphic designer who can handle last-minute updates is essential. This way, changes are made smoothly, and by the time the speaker walks on stage, everything is in place. Everyone on the team needs to know the plan and be able to execute it without hesitation.
Stay Calm and Carry On
The final piece of the puzzle is the mindset you bring to disaster management. If there’s one thing I’ve learned, it’s that staying calm under pressure can make or break the event. Panic is contagious—if your team starts to freak out, that energy is going to spread to the talent, the client, and eventually, the audience. But if you stay calm, everyone else will follow your lead.
The truth is, something unexpected will likely happen, and that’s okay. The key is to be flexible and adapt on the fly. In event production, disasters are part of the process, but with the right mindset, preparation, and a skilled team ready to act, they can become just another part of the story. These moments, when handled well, showcase your ability to adapt, pivot, and keep the show going. Even worst-case scenarios can turn into success stories you’ll laugh about later over a beer. Hopefully..