In the fast-paced world of event planning, mobile apps have become an essential tool to manage logistics, provide attendees with valuable information, and enhance overall event experiences. However, like any piece of technology, event apps can sometimes fail or experience glitches. Whether the app isn’t loading, features are malfunctioning, or attendees are facing issues, an event app malfunction can quickly derail your event if not handled properly. So, what are the biggest mistakes to avoid when your event app isn’t working, and how can you respond in a way that keeps everything on track?
Let’s dive into the most common mistakes event organizers make when their app isn’t functioning properly, and how to avoid them.
1. Ignoring the Problem and Hoping It Will Fix Itself
One of the worst mistakes you can make when your event app is malfunctioning is to ignore the problem, hoping it will resolve itself. Event apps, like any technology, require constant monitoring and maintenance. If something isn’t working properly, delaying action can result in a negative experience for attendees.
If your event app has a bug, error, or is crashing, you need to address it immediately. Whether it’s a minor glitch or a major issue affecting usability, ignoring the problem or assuming it will fix itself can lead to frustrated attendees and a loss of trust in the app.
What to do instead:
Take a proactive approach by regularly testing the app before the event and monitoring it during the event. Have a dedicated tech support team available to address issues as they arise. By resolving problems quickly, you minimize any disruptions to the event experience.
2. Failing to Communicate with Attendees
When your event app stops working or experiences issues, your attendees will be the first to feel the effects. Failing to communicate these problems or provide updates can make the situation worse. Attendees rely on the app for important details such as session schedules, venue maps, and networking opportunities. If these features are inaccessible or malfunctioning, confusion will inevitably follow.
Not communicating about the issue can also cause frustration among attendees, as they may assume the app is permanently down or that the organizers don’t care about fixing the problem.
What to do instead:
If there’s an issue with the app, make sure to inform your attendees immediately. Use other communication channels, such as email, SMS, social media, or even in-person announcements, to let them know about the issue. Be transparent and provide an estimated resolution time. Keeping your attendees in the loop helps maintain their trust and ensures they feel supported during the event.
3. Not Having a Backup Plan
In the event of an app malfunction, you can’t afford to be caught off guard. Not having a backup plan in place can make a small technical issue escalate into a full-blown crisis. Without a backup plan, your team may scramble to find a solution while attendees face growing frustration.
A lack of preparation can also cause confusion among your team members, who may not know how to address the problem or what to do if the app fails.
What to do instead:
Before the event, always have a backup plan for key app functions. For example, if the event app’s schedule feature is down, make sure you have printed schedules or an alternative digital method of delivering the information. Likewise, have a backup communication plan in place, such as using a web-based app or sending out mass text messages to keep attendees updated.
By preparing for worst-case scenarios, you can minimize the impact of an app malfunction and ensure your event runs smoothly, regardless of any technical hiccups.
4. Relying Too Heavily on the App for Everything
Event apps offer a great way to provide attendees with information and streamline event logistics, but they shouldn’t be your only solution. Relying solely on the app for everything can backfire when technical difficulties occur. If you’ve built your entire event around app functionality—such as digital tickets, schedule updates, or attendee networking—you risk putting all your eggs in one basket.
If the app crashes, your attendees may not have access to essential event details, leading to confusion and frustration. Over-relying on the app can also make your event vulnerable to technological failures.
What to do instead:
Use your app to enhance the event experience, but don’t make it the only source of information. For example, have printed materials such as event schedules, maps, and attendee lists available at key locations throughout the venue. In case of technical issues, make sure you have physical or backup solutions for things like event registration, session schedules, and wayfinding. Diversifying your communication channels ensures that your event remains accessible, even when technology fails.
5. Not Testing the App Thoroughly Before the Event
Sometimes, issues with an event app arise because the app wasn’t properly tested before the event. While this may seem like an obvious step, it’s easy to overlook or assume that everything is functioning smoothly until the event is live. Not testing the app thoroughly across different devices, platforms, and networks can result in issues that might have been caught early on.
Issues like compatibility problems with different operating systems, slow load times, or glitches in navigation can quickly frustrate users.
What to do instead:
Make sure you allocate enough time for comprehensive testing of the app before the event. Test it across multiple devices (smartphones, tablets, etc.) and operating systems (iOS, Android, etc.) to identify potential problems. Conduct stress tests to ensure the app can handle high volumes of traffic without crashing. You should also run usability tests with a small group of attendees to ensure the app is intuitive and easy to navigate.
By investing time in thorough testing, you can catch problems early and ensure your event app works smoothly when it matters most.
6. Not Providing Immediate Support for Attendees
When an app isn’t working, attendees may need immediate help in troubleshooting or finding alternative ways to access event information. Failing to provide support can leave attendees frustrated and dissatisfied with the experience. Not everyone is tech-savvy, and some attendees might struggle with basic troubleshooting steps or need assistance navigating alternative solutions.
Without support, attendees may feel lost or disconnected from the event, which can negatively impact their overall experience.
What to do instead:
Ensure you have a dedicated support team in place to assist attendees with any app-related issues. Set up help desks, provide an in-app support chat feature, or staff volunteers who can assist attendees with troubleshooting. Be ready to respond to attendees promptly and guide them through any necessary steps to resolve issues. Immediate support will help mitigate frustration and keep attendees engaged, even when the app isn’t functioning perfectly.
7. Not Learning from the Experience
Once the event is over and the technical issues with the app have been resolved, it’s easy to move on without taking the time to reflect on what went wrong. However, failing to learn from these problems can lead to the same issues occurring at future events. If you don’t analyze the situation and identify root causes, you’re likely to face the same challenges again down the line.
What to do instead:
After the event, conduct a post-mortem review with your team to assess the app’s performance. Look into what caused the issues, whether it was a technical flaw, a lack of testing, or insufficient support. Identify areas for improvement and work with your app provider to ensure these issues don’t recur at your next event. By taking the time to learn from each experience, you can make your future events smoother and more successful.
Conclusion
Event apps are an essential part of modern event management, but they’re not without their potential problems. When things go wrong, it’s important to avoid the biggest mistakes that can make the situation worse. By addressing issues quickly, communicating with your attendees, preparing a backup plan, and testing the app thoroughly, you can minimize the impact of any app-related problems. Remember, a malfunctioning app doesn’t have to ruin your event if you handle it properly and keep your attendees’ needs at the forefront.
Top comments (0)