Why do so many events fall apart due to poor planning and lack of foresight?
Event management can be fraught with unexpected challenges, and when things go wrong, they can go very wrong. The 2010s were filled with some infamous event disasters, each of which serves as a critical lesson for future planners. Let’s break down these nine event failures and what we can learn from them.
1. DashCon (2014)
What Happened: DashCon, a Tumblr-based fan convention, unravelled due to financial mismanagement. The organizers asked attendees to contribute $20,000 during the event to keep it running, leading to public backlash. The most iconic failure was the infamous ball pit, symbolizing the event's shortcomings.
Lesson: Secure a solid financial plan and emergency funds before the event. Make sure vendor agreements are clear and transparent to avoid surprises.
2. LG G in the Cloud (2013)
What Happened: During a promotional event for the LG G2 smartphone in Seoul, helium balloons filled with vouchers for free phones were released. The crowd, using weapons like BB guns, attempted to pop the balloons, resulting in 20 injuries. LG had to cancel future events.
Lesson: Safety and crowd control must always be a top priority, especially when giveaways are involved. Anticipate potential safety risks and ensure sufficient security.
3. TomorrowWorld (2015)
What Happened: TomorrowWorld, an electronic dance festival in Georgia, descended into chaos when heavy rain turned the grounds into a muddy mess. Many attendees were stranded without transportation, food, or shelter. The event’s logistical failures led to its cancellation in future years.
Lesson: Have contingency plans for weather conditions. Ensure there are transportation and shelter options for attendees in case of emergencies.
4. NYC Pizza Festival (2017)
What Happened: Marketed as a pizza lover’s dream, the NYC Pizza Festival ended in disaster when attendees found only a few small slices of pizza. Many attendees felt scammed and voiced their outrage online.
Lesson: Always deliver on what you promise. Overpromising and underdelivering can lead to a loss of trust and significant reputational damage.
5. Fyre Festival (2017)
What Happened: The Fyre Festival was marketed as a luxury music festival in the Bahamas. When attendees arrived, they were met with disaster relief tents and insufficient food. The event’s organizers were later sued for fraud.
Lesson: Be honest with your audience and plan logistics carefully. Failing to meet expectations can lead to legal trouble and long-term brand damage.
6. KCON USA (2015)
What Happened: KCON USA, a Korean pop culture event, faced major organizational issues in 2015 when poor crowd management and oversold tickets resulted in overcrowding. Fans reported long waits and unsafe conditions at the venue.
Lesson: Plan for appropriate crowd management and avoid overselling tickets. Prioritize the safety and comfort of attendees to ensure a positive experience.
7. Pokémon GO Fest (2017)
What Happened: Pokémon GO Fest in Chicago promised a fun, interactive experience for players of the mobile game. However, technical issues left many unable to log into the game, leading to frustrated attendees and refund demands.
Lesson: Ensure that technology is fully tested and functional before an event. A seamless user experience is critical to the success of tech-driven events.
8. Woodstock 50 (2019)
What Happened: Woodstock 50 was supposed to celebrate the 50th anniversary of the original Woodstock festival, but it faced numerous challenges, including permit denials, investor pullouts, and venue changes. The event was ultimately cancelled.
Lesson: Coordination with local authorities and proper venue management are key to hosting a large-scale event. Have contingency plans if issues arise.
9. Universal FanCon (2018)
What Happened: Universal FanCon, aimed at celebrating diversity in fandom, was cancelled just a week before it was set to take place, due to financial difficulties. Many attendees and vendors were left scrambling, and refunds were delayed.
Lesson: Transparency with attendees and vendors is critical. If an event is in trouble, communicate openly and early, and ensure that financial commitments are met.
Key Takeaways for Event Planners
Each of these events failed for different reasons, but they all share common lessons that can help future planners avoid similar disasters:
- Financial Preparedness: Always have a clear and transparent budget, including emergency funds.
- Safety First: Prioritize the safety of your attendees by planning for crowd control and potential risks.
- Weather Contingency Plans: Ensure that your event has backup plans for unexpected weather or other environmental issues.
- Fulfill Promises: Make sure you deliver on what you advertise. Overpromising and underdelivering can destroy an event's reputation.
- Open Communication: Be upfront with attendees and vendors about any potential issues. Transparency is key to maintaining trust.
Event management is a challenging field, but learning from past failures can help create better, safer, and more enjoyable events for all.
