5 Event Planning Emergencies – and How to Save the Day

Published on 19 August, 2021 | Last modified on 11 June, 2026

To help you out, we rounded up five common event planning emergencies (based on actual hurdles faced by ourselves and/or our customers). This way, when you feel the cold sweat of panic, you’ll have solutions at your fingertips – and can blow everyone away with how calmly you save the day. For broader guidance on planning your event print and marketing materials well in advance, see our overview of print marketing for businesses.

Table of Contents

HELP! MY EVENT SUPPLIES DIDN’T ARRIVE

d microphone set up on the front of conference room close up with blurred background. Wired microphone close up with copy space background.

True story: one event planner we know showed up to set up for a conference she was hosting in Chicago only to discover an entire suitcase of event supplies hadn’t made it to the venue!

This emergency can be solved by a little bit of creativity. First, take an inventory of what you have, as well as what is missing. Then, check with the venue, AV, and other vendors to find out if they have any of the supplies you need. For example, if you are missing an easel or duct tape, chances are another vendor has them on hand.

If you are missing the materials that really make your event pop, then it is time to go shopping. Head to an arts and crafts store or a superstore like Target to find color tablecloths, fake flowers, or other supplies that will help you replicate what you are missing. (Martha Stewart has some suggestions here.) While it will never be the same as what you originally planned, doing some quick thinking to find similar materials will allow you to still make the event pop.

SHOOT! MY KEYNOTE SPEAKER BACKED OUT

One of our customers planned a financial services conference featuring Anthony Scaramucci as keynote, only to have him back out two business days before the event.

Now is when you need to turn to your network. Be transparent about what happened and what you are looking for as a replacement. In an ideal situation, you will have a trusted circle of event advisors who will know someone who can take the keynote’s place. If not, ask the former keynote speaker if they can find a replacement, or reach out to your other speakers. You may also need to get creative and, instead of hosting a keynote, find something more informal to do with that time slot.

Above all, be sure to remain respectful of everyone’s time and commitments – and consider updating your speaking agreement!

WELP! I DON’T HAVE ENOUGH PRINT COPIES

Pile of presentation brochure document concept : Businessman hands working in business Documents on Stacks Brochures papers files for checking achieves reports on busy work computer desk office

We hear this one a lot: the event planner showed up to the venue only to realise they need another 20 copies of the agenda. Mimeo’s marketing materials printing service is built exactly for this scenario — upload your files, place the order before 1 pm, and materials arrive by 8 am the next morning anywhere in the UK.

Plus, if you ordered with us originally, we already have your files, so you simply have to re-order, which takes…about one minute. Leaving you time to move on to your next emergency.

However you are dealing with your print, remember to use your most up-to-date files, inform the printer of any crop marks, and find an on-demand printer so they don’t charge you for 400 copies when you only need 40. For more on how Mimeo handles last-minute print requests, see our guide to overnight print emergencies.

FUDGE! MY EVENT APP ISN’T WORKING

Everyone loves an event app until it stops working. Whether the issue is bad wifi, software bugs, or all of the internet is down for an hour, if your event app breaks, it can cause some serious snags in your event.

This is particularly true if your event sponsors rely on the app for visibility to attendees or access to lead management. In that case, a broken app leads to an unhappy sponsor…sometimes even to the point that they decide not to renew their contract for your next event.

That is why it is important to have an analog back-up for the most important functions of the event app. Need to communicate the schedule? Make sure you have signs or even printed agendas available to attendees. Trying to increase sponsor visibility? Be prepared to shout them out, facilitate introductions, and flash their logos across screens. Scanning event badges for leads? Prepare with fishbowls for the traditional business-card-drop in case the app goes down.

All it takes is a few hours of contingency planning to make sure you have a plan and supplies in case your event app decides not to work. Considering how important apps have become, it will be worth the planning!

MAMMA MIA! WE DON’T HAVE ENOUGH FOOD

Hopefully, your caterer is prepared to solve this problem for you. If they aren’t, though, this major problem can make or break the event. After all, there is nothing attendees remember more than the food at a party or conference.

If you end up with way more attendees than you prepared for, start problem-solving as soon as possible. You may want to increase appetizers so that people will take less food from the buffet. Alternatively, it might be time to call in reinforcements and order in from a local restaurant. Whatever you do, make sure you have the plan before attendees start asking for food – otherwise, it might be too late to save the day.

Event planning is stressful, but if you take the time to plan for potential emergencies ahead of time, you will be that much better prepared to tackle them when they pop up. Download our Event Planning Checklist to keep prepping!

And if you need event materials printed and delivered fast, request a quote from Mimeo — next-day UK delivery, no minimum orders.

Frequently Asked Questions

What are the most common event planning emergencies?

The most common include missing or delayed event supplies, a keynote speaker cancelling at short notice, running out of printed materials such as agendas or programmes, a technical failure with the event app or AV equipment, and not having enough food or refreshments for the number of attendees. Each of these can be managed with advance contingency planning and the right supplier relationships in place.

What should I do if my event supplies don’t arrive?

Start by taking stock of what you have versus what’s missing, then check with the venue and other vendors — most have spare basics on hand. For decorative or display items, a quick trip to a local craft or homeware store can fill gaps. Building a small emergency kit into your event pack before you travel significantly reduces the risk.

How can I get printed materials reprinted urgently for an event?

Use an on-demand print service like Mimeo — orders placed before 10 pm are produced overnight and delivered anywhere in the UK by 8 am the following morning. If you’ve printed with Mimeo before, your files are already saved, so reordering takes about a minute.

What should I do if my event app stops working?

Have an analogue backup ready for every critical app function. Printed agendas cover the schedule, physical signage handles wayfinding, and a business card drop or manual sign-in sheet replaces badge scanning for lead capture. Brief your team on the backup plan before the event so they can switch seamlessly without panic.

How do I handle a keynote speaker cancelling last minute?

Act immediately — contact your network, be transparent about what’s happened, and ask the original speaker if they can recommend a replacement. If a direct replacement isn’t possible, consider converting the keynote slot into a panel discussion with existing speakers, or an extended networking session. Always update your speaking agreements to include cancellation clauses and required notice periods.

What you should read next

4 Overnight Print Emergencies (and How Mimeo Solves Them)

The Ultimate Guide to an Event Marketing Collateral Strategy

The Event Planner’s Complete Prep Checklist

Mimeo Marketing Team

Mimeo is a global online print provider with a mission to give customers back their time. By combining front and back-end technology with a lean production model, Mimeo is the only company in the industry to guarantee your late-night print order will be produced, shipped, and delivered by 8 am the next morning. For more information, visit mimeo.com and see how Mimeo’s solutions can help you save time today.