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Organizing training courses or conferences – how to prepare for possible problems?

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Organization of various events – conferences, training courses, seminars – it is constantly dealing with potential problems. Every organizer knows that no matter how much effort he puts into preparing for the event, and how he carefully plans it, something unexpected can always happen.

Constant communication with the attendees is the basis for the successful organization of the event. It becomes particularly important when the reality of your event significantly deviates from the vision offered to the attendees. It is worth having a communication “emergency plan” – it may be a way out from oppression both for the organizer and attendees of the event. Although this knowledge is common, only the most efficient organizers construct such plans, which allows them to survive the most unexpected moments. What can you do to join the best?

Identify potential problems

Think about what may happen. The list of potential threats may include both low interest in registering for the event, small attendance, logistical problems with the equipment or catering. In worst case scenario – rare but not impossible – a major natural disaster that prevents the event from happening at all.

Be one step ahead of the problem

Prepare to contact the attendees at the right time. Using Konfeo, you don’t need to make a contact list, because all data is gathered in one place in the system. This means that you will be able to quickly inform your clients about the problem by sending a mailing. In this way you will be prepared for the unexpected: when the problem arises, simply adapt the message to a specific situation and immediately share it with those interested.

Prepare the answers

When there is a problem, your inbox and social media will start to pop up questions from attendees. Decide who in your organization should address the problem. Think about what information channels to use. Do not neglect to answer posts. You probably get a lot of questions and comments, so get ready for it and decide how you want to answer. Act consistently.

Avoid silence

In the case of adverse events, silence is your enemy. Without saying anything, you create space for speculation, rumors and negative comments. It feeds the dissatisfaction of the attendees of your event. So even if you don’t know all the answers, inform the participants that you hear their doubts, work to solve the problem and always keep your promises. In short, do what you say.

Communicate in advance

To remain calm and in control, you must be prepared to contact in advance. In real-time communication with attendees of the event, the right applications will help you, for example, send notifications of changes in the event schedule. Thanks to them, you can disseminate messages without delay, thus ensuring that participants always have the most important information.

This pays off

Informing attendees about the logistics of events is just as important as notifying them when something unexpected happens. Having the right strategy will help you stay calm and manage the expectations of your clients. The event will turn out to be a success when participants know what to expect. In a difficult situation, preparation and readiness for active communication save time and provide above-average service, which will translate into customer satisfaction, despite unforeseen turbulence.