The Event Facilitator's Emergency Kit: When Things Go Wrong (And They Will)

Picture this:

It's 2:47 PM. Your keynote speaker just texted – they're stuck in traffic and won't make it. You have 200 people walking back from lunch expecting a 60-minute presentation in 13 minutes. Your heart drops.

Here's the thing tho – if you've been doing events for more than a few months, you know this feeling. Research shows that last-minute disruptions are incredibly unpredictable, and even minor problems like vendor delays can escalate fast. The difference between a pro facilitator and everyone else? Pros dont panic. They improvise. And good improvisiation looks exactly like a plan.

This isn't about having a perfect Plan B for every scenario (because honestly, you can't predict everything). It's about having a mental toolkit of flexible solutions you can grab in 2 minutes.

The "Emergency Mindset" beats any backup plan

Most event planners create detailed contingency plans – which is great until something happens that wasnt in the plan. Instead of trying to predict every disaster, you need tools that work for any disaster.

Good emergency solutions share these traits:

• Launch in under 5 minutes
• Work with any group size
• Don't need prep or specific content
• Don't require extra tech (that might also be broken)

Think of it like a first aid kit. You dont know if you'll need a bandaid or gauze, but you know you need something ready.

When your speaker cancels (aka your worst nightmare)

Speaker cancellations happen way more than anyone admits. Flights get delayed, people get sick, emergencies come up. You suddenly have a 30-60 minute gap and a room full of people who paid to be there.

Quick hierarchy of solutions:

Best option: Turn it into a moderated group discussion on the same topic. If your audience has relevant expertise, they'll appreciate the chance to share. Frame it as a "bonus interactive session."

Solid backup: Pull the next speaker in early and do an extended Q&A before their talk.

Energy saver: Run a quick interactive game that gets people moving and thinking. It fills time AND re-energizes the room.

Here's your pro tip: Never say "we had a cancellation." Say "we've added a special interactive segment." Same situation, completely diffrent energy.

Games for Crowds is actually perfect for this – you can launch a 15-minute team quiz in literally 2 minutes with zero prep. Just scan a QR code and you're running.

Tech failures (because of course)

WiFi crashes. Projectors don't connect. Sound systems fail. Research confirms that technical glitches are among the most common event risks, and venue WiFi often can't handle 200 devices at once.

Quick fixes by problem:

• WiFi down: Hotspot from your phone, or switch to activities that dont need internet
• Projector issues: Can the presenter go visual-free? Grab a whiteboard
• Sound problems: Move closer to audience, project your voice, use the room differently

The real trick is prevention. Do a site visit with your tech. Bring backup adapters. Have offline versions of everything.

And yeah – browser-based tools like Games for Crowds work on 4G if the venue WiFi dies. Sometimes the simplest solutions are the best.

Your actual emergency kit (keep this handy)

Physical stuff:

• HDMI/USB-C adapters (seriously, every type)
• Extension cord
• Markers + paper
• Snacks (for you – low blood sugar makes bad decisions)

Digital bookmarks:

• 3 no-prep games or activities
• Timer app
• Energizer music playlist

Mental prep:

• One "Plan X" that works for any disaster (mine is: "15 min structured networking + quick team game")
• A calming reminder that the audience dosn't know something went wrong unless you show them

The pros look calm because they ARE prepared. Not because nothing goes wrong – it goes wrong for everyone. They just know how to roll with it.

Want to add Games for Crowds to your emergency toolkit? Bookmark the game wizard at gamesforcrowds.com/wizard – it's your instant backup plan when everything else falls apart. Or join our Discord community where event pros share their disaster stories (and solutions): discord.gg/gamesforcrowds

- The Games for Crowds team