I’m Responsible for WHAT?! (aka every event manager’s worst-case scenario nightmare)

During a recent chat in the office kitchen while making my 3:00pm cup of tea (Twinings Lady Grey, no sugar or milk, in case you were wondering), I curiously asked j2 ideas & events’ Company and Creative Director, Jo Jordan, about the most disastrous moments she has experienced during her 25 year career in the events industry.  Her response just begged to be shared here on our event planning blog.

She was more than happy to recount an incident from her time at South Bank Corporation in the '90's in a role which (amongst other things) saw her in charge of the New Year’s celebrations at the precinct. Approaching midnight on this particular New Year’s Eve, South Bank was in full festive swing. The crowds of revelers were in great spirits, restaurants and bars were buzzing, and the promenade along the river was packed with families and friends, many of whom had staked out their position early that morning in order to secure the best view of the annual fireworks display. The countdown to midnight began (10, 9, 8, 7), anticipation was building (6, 5, 4), all eyes were turned to the sky (3, 2, 1)…HAPPY NEW YEAR!

And not one firework went off.

As event planners, we’re all acutely aware that no two events are ever the same – even so-called annual ‘roll outs’! Every event project has a unique set of challenges and risks, whether physical or reputational. But between juggling ever-changing priorities and wearing our many different ‘hats’, how do we really know our responsibilities in foreseeing, preventing and managing these risks? Do we really know what to do when that nightmarish moment comes along and something goes really wrong at OUR event?

In the hope of providing some clarity and confidence around these matters, j2 is hosting a one-day workshop in Brisbane in March addressing the very apt question, I’m Responsible for WHAT?! Full of real-life examples like the above, and the opportunity to bring your own event scenario to the table to be workshopped, the day promises to be both highly informative and entertaining.

So…what was Jo’s response on that New Years Eve when the 80,000 revellers gathered together held their collective breath awaiting a dazzling display of pyrotechnics to officially kick off their new year? Well, in brief she...

  1. Swallowed hard to try and suppress the rising lump in her throat and may have let loose an expletive or two
  2. Phoned the head pyrotechnician, who identified that the ‘failure to launch’ was due to an electrical fault but that it could be fixed... given time (all pyrotechnics were fired using a digital firing system to choreograph the fireworks to the music soundtrack)
  3. Instructed them to please hurry along with that and to resume the show at the correct point as the soundtrack had started!
  4. Waited anxiously patiently until the fault was repaired and the fireworks started (at the appropriate cue around four minutes into the 10 minute display) 
  5. Directed the head pyrotechnician to add the first four (missed) minutes of fireworks into the finale of the display 
  6. Watched one of the biggest New Year's Eve fireworks finales Brisbane had ever seen
  7. Breathed a sigh of relief that afterwards, nobody seemed to remember the excruciating four minute delay, only the spectacular, glittering final moments of the display.  Some still say it was the best NYE display ever!

Have you experienced a similarly nerve-racking scenario in your events role? We’d love to hear about it (and what you did next) in the comments below!

Bianca xx
Event Manager

Brisbane event management company | j2 ideas & events

Follow the j2 team on Facebook & Twitter to keep up-to-date with industry news and event planning trends, tips and technologies.

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