Event organisers thrive on the thrill of seeing months of planning come to life. From unique attendee experiences to flawless decor, every detail matters. But if there’s one thing seasoned professionals understand, it’s the importance of having a backup plan. Because when event check-in goes south (and it inevitably will at some point), being ready to pivot with grace and confidence is key.

Expect the unexpected

Murphy’s Law is ever-present in the world of events, anything that can go wrong will go wrong, and check-in is a prime area for potential disaster. System glitches, power outages, wi-fi failures, and missing attendee lists are just a few of the common challenges. The best strategy? Expect the unexpected.

Digital backup: because tech can fall down

Most events today rely on digital check-in, and while slick, tech-centric systems are the standard, relying solely on technology is a risky move. A cloud-based version of the attendee list should be accessible from multiple devices, including mobile phones. A printed hard copy may seem old-fashioned, but it remains a reliable safety net. Additionally, if QR codes or RFID entry systems are in use, a manual check-in alternative should always be available.

A well-trained team is worth their weight in gold

Front-line staff must be prepared to handle unexpected challenges without breaking a beat. Training them to troubleshoot quickly, stay calm under pressure, and prioritise attendee experience is essential. Confidence is contagious, if the team appears flustered and panicked, it will rub off on guests. Having a designated ‘problem solver’ on-site to escalate serious issues without disrupting the flow ensures a smoother process.

Prioritising VIPs (Discreetly of course!)

When things go sideways, high-profile attendees require special handling. A dedicated team member should be in place to make sure they don’t notice a thing, even if systems are down. Providing discreet, white-glove service ensures that VIPs feel valued despite any logistical hiccups.

Communication is key

In the event of check-in delays, keeping attendees informed is crucial. A quick text alert or a strategically placed team member explaining the situation can help manage frustration. Most attendees are understanding when they are kept in the loop.

A ‘Plan B’ check-in space

If the main check-in location is compromised, whether due to a power outage or a last-minute venue shuffle, having a secondary check-in location can be a lifesaver. Even a simple, well-placed table with a confident team member can help keep the process running smoothly.

The power of a sincere apology

Sometimes, situations go so off-course that no amount of planning can prevent disruptions. When that happens, taking ownership of the issue is vital. A warm smile, a sincere apology, and, if applicable, a complimentary drinks voucher can transform an annoyed attendee into an understanding,supportive one.

The Takeaway

A flawless event is the ultimate goal, but the reality is that things will go wrong. The true test of an event organiser’s skill lies in how they recover. With the right backup plan, a poised attitude, and a touch of charm, a check-in disaster can become just another chapter in a success story.

Because at the end of the day, the best event organisers don’t just plan for perfection—they prepare for the unexpected.

Now, where’s the champagne?