Can you describe a time when you had to handle an issue or problem that arose during an event? How did you handle it?

Sample answer to the question

During an event I planned, we encountered an issue where the catering company didn't deliver the correct number of meals. I quickly assessed the situation and realized that we were short on vegetarian options. To handle this problem, I immediately contacted the catering manager and explained the situation. I asked if they had any extra vegetarian meals that could be brought over as soon as possible. While waiting for the additional meals, I personally spoke with the affected guests and offered them alternative options such as salads and side dishes. I made sure to apologize for the inconvenience and assure them that the issue was being resolved. Once the additional meals arrived, I personally delivered them to each guest and ensured that everyone received a meal that met their dietary preferences. This quick thinking and proactive approach helped to minimize the impact of the catering issue and ensured that all guests were satisfied with the resolution.

A more solid answer

During a large conference that I was organizing, there was a last-minute change in the venue due to a sudden maintenance issue. This caused a lot of confusion and frustration among the attendees who were not aware of the change. To handle this problem, I immediately notified the venue staff about the situation and asked them to assist in redirecting the attendees to the new location. Simultaneously, I personally informed the event team members about the change and asked them to update the signage and communicate the new location to the attendees. Additionally, I worked with the event's communication team to send out urgent emails and notifications via the event app to inform the attendees about the venue change. I also arranged for additional staff members to be stationed at the original venue to redirect any attendees who might not have received the update. These actions helped to minimize the disruption caused by the venue change and ensured that the attendees were properly informed and directed to the new location.

Why this is a more solid answer:

The solid answer provides more specific details about how the candidate utilized their organizational skills, communication, problem-solving, attention to detail, and teamwork abilities. It demonstrates their ability to handle unexpected issues in a proactive and effective manner. However, the answer could still be improved with additional examples of teamwork and attention to detail.

An exceptional answer

During a high-profile gala event, I encountered a significant problem when the entertainment act canceled on the day of the event due to illness. This posed a huge challenge as the entertainment was a key component of the event, and the attendees were expecting a memorable performance. To handle this situation, I immediately contacted my network of industry professionals and managed to secure a replacement act within a couple of hours. I then worked closely with the new act to ensure they were briefed about the event theme and requirements. Simultaneously, I notified the event team about the change and coordinated with them to update the event schedule to accommodate the new act. To maintain the element of surprise, I decided to keep the change a secret until the performance. During the event, I personally introduced the replacement act and explained the last-minute change to the attendees, emphasizing that we had secured an even more exciting performance. The new act delivered an outstanding performance that exceeded everyone's expectations. This quick thinking, resourcefulness, and ability to adapt to unexpected challenges not only saved the event but also impressed the attendees.

Why this is an exceptional answer:

The exceptional answer provides a more detailed and impactful example of how the candidate handled a significant problem during an event. It showcases their exceptional problem-solving, resourcefulness, and ability to adapt to unexpected challenges. The candidate's quick thinking and ability to secure a replacement act within a short timeframe demonstrates their strong network and negotiation skills. They also effectively communicate and manage the change, successfully maintaining the excitement and satisfaction of the attendees.

How to prepare for this question

Reflect on past events you have organized and identify any issues or problems that arose during those events. Think about how you handled those situations and the outcomes.
Consider the specific skills and qualities mentioned in the job description, such as organizational skills, communication, problem-solving, attention to detail, and teamwork. Prepare examples highlighting how you have demonstrated these skills in previous event planning experiences.
Develop a step-by-step approach to problem-solving during events. Consider factors such as quick communication, resourcefulness, and adaptability.
Practice answering this question in a concise and confident manner, focusing on the specific details of the situation, your actions, and the positive outcomes.
Be prepared to discuss any lessons learned from the experience and how you have applied them to future event planning endeavors.

What interviewers are evaluating

Organizational skills
Communication
Problem-solving
Attention to detail
Teamwork