Even the most experienced event professionals can encounter last-minute surprises. From vendor no-shows to tech glitches, unexpected changes can disrupt the flow of an event. The good news? Many of these issues can be prevented or minimized with the right preparation and support systems in place.
Here are five of the most common last-minute event issues and how to handle them before they become major problems.
1. Vendor Cancellations or Delays
The Challenge: A key vendor cancels or shows up late.
How to Avoid It:
- Work with a vetted list of reliable vendors with a track record of punctuality and professionalism. To make it even easier, we have an already created a list of reliable vendors to assist you with your event-day needs, https://rogers-centre.ca/about-us/our-partners
- Have backup vendors or contingency plans in place (e.g., a second AV provider on call).
- Confirm logistics and arrival times well in advance and hold pre-event briefings to catch any gaps.
2. Technical Difficulties
The Challenge: Microphones cut out, screens don’t connect, or livestreams lag, right in front of your audience.
How to Avoid It:
- Book our trusted AV partner Encore, conduct thorough tech checks and rehearsals before the event.
- Use high-quality equipment and ensure on-site technical support is available throughout the event.
- Have backup gear (microphones, laptops, projectors, etc.) ready on-site to avoid waiting for replacements.
3. Speaker or Presenter Cancellations
The Challenge: A scheduled speaker pulls out at the last minute due to illness, travel delays, or emergencies.
How to Avoid It:
- Maintain a flexible program that allows for schedule changes with minimal disruption.
- Have your AV provider ready to bring in speaker via video link so they can present virtually if needed.
- Ensure signage, schedules, and AV needs can be quickly updated on-site.
4. Unexpected Changes in Attendee Numbers
The Challenge: Attendance suddenly spikes or drops, impacting catering, seating, and flow.
How to Avoid It:
- Choose a venue with flexible layouts and scalable room configurations, like the Rogers Centre Ottawa.
- Coordinate with catering providers who can adjust quantities on short notice.
- Plan for overflow seating, registration stations, or breakout areas if attendance increases.
5. Staff or Volunteer No-Shows
The Challenge: Key roles such as greeters, ushers, or registration staff are missing, causing confusion.
How to Avoid It:
- Build a buffer into your staffing plan, with a roster of on-call or cross-trained staff.
- Ensure clear communication protocols and designated point persons for each event area.
- Use experienced venue or operations staff who can step in if needed.
First-hand Take
The Rogers Centre Ottawa’s Ajeenamol Alias provided her experience on last-minute changes and what she’s doing to mitigate them::
“With the increased visa rejections and shifted foreign policies, we’ve seen many events face sudden drops in attendance. But by quickly redesigning the floorplan, moving the stage forward and using elegant pipe and drape from our in-house supplier, Encore, we were able to shrink the room and create a clear division between the plenary and meal areas. The result felt intentional and polished. Guests never noticed a thing.”
Final Thoughts
While last-minute changes are sometimes unavoidable, they don’t have to derail your event. With thoughtful planning, flexible systems, and reliable partners, even the unexpected can be turned into opportunities for creativity.
Adaptability and thoughtful execution make all the difference. The best events aren’t always those that go perfectly to plan, they’re the ones where flexibility turns challenges into seamless experiences.
