It’s the Murphy’s Law of Haunt Season: Anything that can go wrong, will go wrong, and at the worst possible moment. Even with the best planning, unexpected problems will inevitably arise.
Technical difficulties are one of the most common problems haunters face, but they don’t have to ruin your season. With a little advance preparations, and flexibility in the moment, you can overcome even the biggest of tech glitches. Here are the top 5 technical issues for haunts and how to solve them.
1. Animatronics Malfunctions
Larger-than-life animatronics are a staple of modern haunts, but they are complex mechanical and electronic devices. Motors can fail, sensors can malfunction, and programming glitches can cause animatronics to stop working or behave erratically.
If one of your major animatronics fails, don’t panic. Simply follow these steps:
Immediate Actions
- Try to determine the nature of the problem. Is it a complete shutdown, erratic movements, or a sound issue? Note any unusual sounds, smells, or visual cues.
- Notify the staff member responsible for troubleshooting animatronic tech or contact the vendor who sold you the prop. Provide them with as much detail as possible about the malfunction.
- Leave the repairs to qualified technical staff. They have the expertise and tools to diagnose and fix the problem safely and effectively.
Contingency Plans
- If possible, and if it does not create a safety risk, you may be able to:
- Temporarily cover or disable the animatronic.
- Redirect guests around the area.
- Use alternative scare tactics to compensate for the malfunction.
Communication Tips
- Communicate with your team: Actors performing near the malfunctioning prop should be informed of the situation so they can safely navigate around it, or adjust their performance accordingly.
- Inform guests if necessary: Depending on the situation, you may or may not need to let your guests know about an animatronic malfunction. If it’s a major prop that’s critical to your haunt’s theme or story, one that guests will expect to see during their visit, you may want to let them know that the animatronic is down temporarily. But if it’s not a critical element, you probably don’t need to make an announcement.
How to Prevent It in the Future
- Test all equipment: Before the season starts, test every piece of AV equipment to ensure it’s working properly. Continue conducting regular tests each week to make sure everything is functioning.
- Conduct a rehearsal: Do a full run-through with all props and animatronics running to identify any potential issues.
- Backup Equipment: Keep backup microphones, cables, and other essential items on hand.
2. Audio-Visual Equipment Problems
Sound effects are crucial for building tension and delivering scares. From speakers to projectors, strobe lights, spot lights, and video screens, haunts are often filled with triggered sound effects and looping audio that could fail during a busy Saturday night.
Whether you’re faced with poor sound quality, blurry images, or complete equipment failures, AV issues can be stressful, but here’s a breakdown of how to handle it:
Immediate Actions
- Identify the Problem: What’s not working? Is it the speakers, projector, screen, or something else?
- When did it start? Was it sudden or gradual?
- Is it affecting just one device or multiple? This helps narrow down the cause.
- Check the Power: Is the equipment plugged in and turned on? Check power cords, outlets, and circuit breakers.
- Check Connections: Are all cables securely connected at both ends? Try unplugging and replugging them.
- Speakers: Adjust the volume and check for any error messages.
- Projector: Ensure it’s properly connected and the lens cap is off.
- Screen: Check if it’s positioned correctly and the controls are working.
- Contact On-site AV Technician: If you have one, notify them immediately.
- Contact Rental Company: If you rented the equipment, contact them for assistance.
Contingency Plans
- Portable Speakers: Can you use a portable bluetooth speaker temporarily?
- Backup Screen: Do you have another computer monitor or TV screen you could use while you work on the broken one?
- Makeshift Projector: Can you use a blank wall or a large sheet as a makeshift screen to project images or video?
Communication Tips
- Acknowledge the issue: If the AV failure is impacting the guest experience, let your guests know you’re aware of the problem and working on it.
- Provide updates: Keep them informed about the progress and any alternative arrangements.
- Maintain a positive attitude: Your demeanor can help ease any frustration.
- Document the Issue: Record the time, nature of the problem, and any steps taken.
How to Prevent It in the Future
- Test all equipment: Before the event, test every piece of AV equipment to ensure it’s working properly.
- Conduct a rehearsal: Do a full run-through with all AV to identify any potential issues.
- Backup Equipment: Keep backup microphones, cables, and other essential items on hand.
- Consider a backup projector: If possible, have a spare projector available in case of failure.
- On-site technician: For large or complex haunts, consider hiring a dedicated AV technician.
- Document procedures: Have a plan for how to handle AV failures and communicate with guests.
- Train staff: Ensure your haunt staff are familiar with the plan and know how to assist.
By taking these steps, you can minimize the impact of AV equipment failures and ensure your event runs smoothly.
3. Lighting & Electrical Failures
Haunted attractions use intricate lighting designs to create atmosphere. This can lead to issues like blown bulbs, faulty wiring, tripped circuit breakers, or even a full-blown power outage. Haunts are also at an increased risk of electrical failures, especially in outdoor or weather-exposed environments.
Losing power or lighting at your haunt can be a major setback, but here’s how to manage it:
Immediate Actions
- Emergency Lighting: If necessary, activate emergency lighting immediately. This will help prevent accidents and keep your haunt safe.
- Evacuation: If the power outage is severe or prolonged, you may need to evacuate the haunt. Follow established emergency procedures and guide guests to safety.
- Assess the Situation: Try to determine the cause of the lighting failure or power outage. Is it an isolated issue with one device, a problem with your haunt’s electrical system, or a wider blackout?
- Duration: How long is the outage expected to last? Contact the power company for an estimated restoration time.
Communication Tips
- Inform Visitors: Keep your guests updated about the situation and any changes to your haunt’s schedule. Use announcements, signs, or social media to communicate effectively.
- Staff Communication: Ensure your haunt staff are aware of the outage and any contingency plans.
- Contact Information: Have a list of contact numbers for the power company, venue staff, and emergency services.
- Communication Strategy: Develop a plan for how you will communicate with guests and staff during a power outage.
Contingency Plans
- Generators: If you have access to generators, use them to power essential equipment like lighting, sound systems, and emergency exits.
- Battery-Powered Equipment: Utilize battery-powered devices like speakers and lighting to keep your haunt open.
- Adjust the Schedule: Can you shift your schedule to accommodate the power outage? Can you open the haunt a little later, or stay open longer to adjust for the downtime? Can you add a day to your schedule so guests can return later?
- Offer Alternatives: If you’re unable to open due to a full power outage, give your guests the option to switch their tickets to another date of their choosing during the haunt season.
How to Prevent It in the Future
- Emergency Kit: Prepare an emergency kit with flashlights, batteries, first aid supplies, and other essential items.
- Backup Power: Consider having backup generators or battery-powered equipment available in case of a power outage.
- Venue Electrical System: Evaluate your haunt’s electrical system and identify any potential weaknesses.
- Emergency Procedures: Establish clear emergency procedures and evacuation plans, and make sure your staff is trained on these scenarios.
By taking these steps, you can minimize the impact of a power outage on your haunt and ensure the safety & well-being of your guests.
4. Software and Hardware Glitches
This can include problems with walkies, computers, laptops, tablets, printers, and other devices. These issues can cause delays, errors, and frustration for your guests and haunt staff.
Software and hardware glitches are almost inevitable at some point. Here’s a breakdown of how to handle them at your haunt:
Immediate Actions
- Identify the Problem: What’s not working? Be specific. Is it a particular program, a peripheral device (mouse, keyboard, printer), or the whole system?
- When did it start? Was it after a specific action, or did it happen randomly?
- Is it affecting everyone or just one person/device? This helps isolate the issue.
- Restart: The classic first step. Often, a simple restart can resolve temporary software conflicts.
- Connections: If it’s a peripheral, check all cables are securely plugged in at both ends.
- Power: Ensure devices are properly powered on and plugged in. Check batteries if applicable.
- Error Messages: Note down any error messages you see. They can provide clues for troubleshooting.
- Check Other Devices: If possible, try the same action on a different device. If it works there, the problem is likely with the original device.
- Check Other Software: If it’s a software issue, try a different program. If the problem persists, it might be a system-wide issue.
- Check for Updates: If the software is known to have bugs, check for updates or patches.
- Consult Documentation: Look at the software’s help files or online documentation for troubleshooting tips.
- Search Online: Search for the specific error message or problem you’re experiencing. Others may have encountered the same issue.
- Try a Different Port/Cable: If it’s a peripheral, try a different USB port or cable.
- Check Device Drivers: Ensure the device drivers are up to date.
- Test on Another System: If possible, test the hardware on another computer to see if the problem is with the device or the original system.
Contingency Plans
- Alternative Devices/Software: Do you have backup devices or software that can be used?
- Manual Processes: Can the task be done manually? For example, if a printer fails, can you write information on a flip chart?
- Prioritize Tasks: Which tasks are most critical? Focus on those that can be done without the affected equipment.
Communication Tips
- Document procedures: Have a documented plan for how to handle software and hardware glitches.
- Train staff: Ensure your haunt staff are familiar with the plan and know how to assist.
- Inform Attendees: If the glitch is affecting guests, let them know you’re working on it.
- Staff Communication: Keep your haunt staff informed and assign tasks as needed.
How to Prevent It in the Future
- Test all software and hardware: Before you open for the season, test everything thoroughly to identify potential issues. Continue to test devices throughout the season.
- Rehearse: Do a full run-through of your haunt from a guest’s perspective to catch any glitches.
- Have spares: Keep backup devices, cables, and software licenses on hand.
- System Backups: Create system image backups of your computers so you can quickly restore them if necessary.
- On-site technician: For large or complex haunts, consider having a dedicated IT person available to assist with technical issues.
- IT support: Check what level of technical support is available directly through the software and hardware companies. HauntPay, for example, offers chat, phone, and email support until after Midnight during haunt season.
By taking these steps, you can minimize the impact of any software glitches and technical failures that may happen during haunt season.
5. Internet Connectivity Issues
Slow or unreliable Wi-Fi, insufficient bandwidth, and complete internet outages. We’ve all been there. Connectivity problems can disrupt everything from ticketing to merchandise sales.
These outages can be disruptive, but here’s a breakdown of what you can do:
Immediate Actions
- Assess the Scope: Is it just a few people, a specific area, or your entire venue? This helps pinpoint the problem. Talk to attendees and staff to get a sense of how widespread the issue is.
- Modem/Router: Check your modem and router lights. Are they indicating a problem? Sometimes a simple restart (unplug, wait 30 seconds, plug back in) can fix things.
- Cables: Ensure all cables connected to the modem, router, and any network switches are securely plugged in.
- Breaker: Check if a circuit breaker has tripped, especially if the outage is localized.
- Contact Your Provider: Contact your internet or phone provider immediately. Get an estimated time for restoration if possible. If it’s a larger outage, they may already be aware of the issue or have solutions in progress.
Contingency Plans
- Personal Hotspot: If the outage is widespread and you have a mobile phone with a decent data plan, consider using it as a personal hotspot (tethering). This can provide limited internet access for essential tasks. Be mindful of data limits and potential costs.
- Use Offline Mode for Ticket Scanning: If you’re using HauntPay for ticketing, you can continue scanning guests in by using Offline Mode! Learn more about Offline Mode scanning.
- Other Networks: Are there any nearby businesses or public spaces with Wi-Fi you could temporarily utilize for critical tasks?
- Prioritize Critical Needs: Determine which activities are most dependent on the internet. Can anything be shifted to later or done offline?
- Document the Issue: Keep a record of the outage, including when it started, when it was resolved (if it is), and any steps you took. This information can be helpful for future planning or negotiating a partial refund with your internet provider.
Communication Tips
- Inform Guests: Keep visitors updated about the situation. Let them know you’re working on it and provide any alternative arrangements. A simple announcement or sign can prevent confusion.
- Staff Communication: Ensure your haunt staff are aware of the outage and any contingency plans.
How to Prevent It in the Future
- Redundancy: Consider having a backup internet connection from a different provider.
- Load Testing: Before the event, test the Wi-Fi network with a simulated load similar to your expected attendance. This can help identify potential bottlenecks.
- Dedicated Tech Support: If your haunt is large or technically complex, consider hiring dedicated IT support.
- Clear Communication Plan: Have a documented plan for how you will communicate with guests and staff in case of a technical outage.
By taking these steps, you can minimize the impact of a Wi-Fi outage and keep your haunt running as smoothly as possible.
Final Thoughts
A technical issue doesn’t have to ruin your day. Regular maintenance, inspections, and backup systems are crucial to minimizing technical issues, as well as for safety reasons. It’s also important to have contingency plans in place to address potential technical difficulties. This may include having backup equipment, alternative internet connections, and cybersecurity measures in place.
If you’re prepared with a good backup plan, communicate openly with your team and your guests, and remain flexible as issues pop up, you’ll be able to deliver an exceptional guest experience no matter what happens at your haunt.
Need some help with your HauntPay account? We’ve got your back! Schedule some time with our support team or just send us a chat directly from your admin dashboard.
