The Event Scaries Are Real — and Here’s How Pros Survive Them
Event management is thrilling and terrifying. In our October EPN Meetup, Kimberly Kee, Senior Event Producer at Gregory Event Services, and Tabitha Long, global marketing and events executive, led a fast-paced conversation that mixed laughter, lessons, and a few goosebumps. Together, they shared stories that every planner knows too well: tech meltdowns, lost shipments, last-minute pivots, and how to stay calm when it all goes sideways. Because let’s be honest, the Event Scaries are real.
1. Tech Gremlins Will Strike — Plan for Grace, Not Perfection
During a 2,500-person kickoff, the lights failed mid-keynote, and the CEO blamed the tech team from the stage. Tabitha’s takeaway: anticipate chaos and script empathy. Add a comms plan to the show bible, naming who speaks if there’s a disruption, and coach executives on a simple reset line such as “Thanks for your patience; we’ll be back shortly.” Problems don’t define us; our reactions do.
2. When Themes Change Overnight, Simplify and Protect the Team
A new CEO scrapped a global event theme days before showtime, sending $40K of swag to the dumpster. Tabitha’s survival move: focus on what’s visible to attendees—the stage header, opener, and deck templates—and document all new spend approvals. Kimberly now pre-builds neutral assets so rebrands don’t break budgets. Strategic flexibility is risk management.
3. International Events: Check the Route, Not Just the Destination
Kimberly’s Bogotá detainment story was equal parts nightmare and masterclass. One missed vaccination rule forced her to reroute an entire delegation through the U.S. and negotiate her own release with branded keychains. The lesson: review every leg of travel for visa and vaccination rules. As one attendee added, know the nearest consulate before you land.
4. Humor and Humanity Are the Real Safety Net
From love-bug infestations on incentive cruises to missing booth shipments, laughter carried teams through. Kimberly recalled an exhibitor who turned failure into fame with a handwritten sign: “Our booth didn’t show up.” It became the busiest booth on the floor. Humor disarms panic and reminds clients that steady leadership is part of our value.
5. When Tech Melts Down, Transparency Builds Trust
EPN member Jennie Plumlee shared how a 6,000-person virtual event crashed at showtime. Chaos in chat, panic behind the scenes—yet because the team owned it, communicated fast, and offered make-goods, the next year grew to 10,000 registrants. Transparency isn’t damage control; it’s credibility in action.
6. Community Is the Ultimate Contingency Plan
Even the best producers face disaster. What matters is who’s beside you when it happens. As Kimberly closed: “You’re not alone. Every scary has a survival story.” That’s what EPN is—a community safety net of people who get it, learn together, and keep each other grounded.
Looking Ahead: Turning Gratitude into Strategy
Next month we trade chaos for calm with “Mindful Gratitude: Strengthening Relationships That Drive Results.” We’ll explore how appreciation builds vendor loyalty, client trust, and team retention—because gratitude is more than kindness; it’s a business strategy.
Huge thanks to Kimberly Kee, Tabitha Long, and everyone who shared a story. These honest conversations remind us why we love this work—even when it scares us.
📺 Watch the replay: https://youtu.be/IAdYzS-nfXk
📅 Next Meetup: Wednesday, Nov 12 | 10 AM PT / 1 PM ET — “Mindful Gratitude”
👉 Join the free EPN Slack: [Join link]
