You're juggling multiple client demands at a high-pressure live event. How will you navigate the chaos?

Set and articulate expectations clearly right up front. Chaos arises when expectations are not being met. So as hard as it is to do, prioritizing the activities, and then setting those expecttaions with all of the vested parties will reduce/eliminate chaos.

Distribute tasks between the people you trust. Keep all demandas addressed and client stakeholders updated. Priorize all demands and keep everyone informed.

Identify the urgency of the client's needs against the success of the event. Prioritize accordingly, while giving the client a reasonable timeline firmly.

Be honest and upfront with your clients—it's crucial to set realistic expectations rather than overpromising. Delegate tasks effectively within your team, ensuring that everyone knows their responsibilities. And most importantly, document your progress in a shared document, so everyone stays on the same page and knows exactly what's left to be done!

In ear headsets and mics work amazingly in this instance, anyone in your team can address the needs of the various clients with instant communication

I’m a strong advocate for using radios and headsets, especially in larger venues, as they provide instant communication. WhatsApp is also invaluable for quick emergency updates. Always ensure that speakers or special guests have multiple contact numbers for immediate assistance—there’s no time to check emails on event days!

This is the worst thing, when people feel like they need to do it alone and then have a massive attitude because they are stressed out. Hire an assistant, ask for help from those around you. It’s just so old school to think that everyone does everything alone. Teamwork makes the dream work. It sounds lame, but it’s totally true.

Remember to give everyone a chance. If you lack faith in delegating to certain individuals, it's on yourself for not training/mentoring them. Very dependant on the situation. But it's very hard to let go and let your team be autonomous.

You can’t run events alone—trust me, I’ve tried, and it doesn’t end well! Build relationships with the venue staff, bring in ushers, and if your team isn’t tech-savvy, take the time to walk them through it or hire a specialist for the day. Don’t hesitate to ask for help; collaboration is key to a successful event.

Most people plan meticulously, but something out of the blue will always come up. I work best under stressful environments. If you are one of those people who wait until the final day to finish your assignment back in university, but you got a HD because of the pressure. You are strategically reactive - make a rough guide for the team, as majority plan.

I’m a big fan of playing the “best-case and worst-case scenario” game before an event. It might seem a bit dramatic, but it’s an effective way to anticipate and prepare for potential issues. In my experience, tech problems are the most common, so it’s crucial to familiarise yourself with the setup. If possible, visit the venue in advance to inspect the tech and address any potential issues (and always bring adapters!). Sometimes, a keynote speaker might cancel at the last minute—this is where having multiple backup plans is essential. I always keep an emergency contact spreadsheet for each event, so if something goes wrong on the day, I have a list of replacements ready to call!

As mentioned above,. live communication will never let you down. Unless it's the actual equipment. Task tracking apps in a live event can be abit harder as not everybody has hands all the time

When juggling multiple client demands at a high-pressure live event, tech can be a lifesaver. For instance, using a tool like Trello lets you keep track of each client’s requests, with separate lists for each one and tasks prioritized by what needs attention first. Notifications help you stay on top of everything without missing a beat. Also, apps like Slack are great for quick team communication—whether it's sharing updates or solving problems on the spot. Say a client wants to change something last minute; you can update a shared Google Sheet in real-time, so everyone’s in the loop. This way, you can handle the chaos smoothly and keep everyone happy.

Reviewing an event you ran is crucial for continuous improvement and future success. It allows you to identify what went well and what could be improved, helping you refine your planning and execution strategies for the next event. Without this reflection, you risk repeating mistakes and missing opportunities for enhancement. Some methods I use to assess how the event went include: - Collect feedback from attendees (surveys, conversations, soundbites) - Hold a debrief with your team (encourage open conversation!) -Review your metrics (attendance numbers, KPI's) -Monitor social media following the event