Does your Event have a Plan B?
Hosting an outdoor customer reception next month or perhaps a fundraising event next winter? I bet your plans for food, drinks, decor and entertainment are fabulous ... but what about your Plan B? Plan B is the backup plan in case the original plan fails.
Below are 5 important questions to ask when developing your Plan B.
Will your event be held on a holiday (weekend) or during inauguration, march/rally, parade or walk/run-athon? If so, anticipate road closures, travel congestion and potential delays.
Will your event be held outdoors? If so, preempt the heat with lots of ice, water, shade and fans. Be mindful that food spoils in the heat and sun. Consider your indoor option or secure a tent to escape the rain.
Will your event be held in the winter? If so, prepare for snow and ice and expect delays.
What are your medical options in the event of accidents/emergencies? Most venues have direct communication with first-responders but if your venue is on the beach, lake, park, etc. then you'll need strong cell reception, access to more than one mobile phone and an address (closest intersection) to contact 911. Pack Band-Aids, Neosporin, gauze, alcohol wipes and aspirin, too.
Do you need event cancelation insurance? For events where the risk of losing a substantial investment is great, I highly encourage cancelation insurance. A single day event is very affordable for peace of mind.
As you formulate your Plan B, I encourage you to read contracts carefully and ask lots of questions. In fact, communicate and collaborate with your event team - your planner, venue, caterer and others. These industry professionals will share their experience, offer guidance and be better prepared to react when the situation occurs. Their goal is to help you and your event succeed so make it a team effort by talking Plan B strategies!
For more information on developing back up plans and planning your event, please contact me!
Record-breaking heat, 90 mph hurricane-like winds and torrential rains, not to mention tree damage and power outages. I think you'll agree that last week was crazy! For anyone hosting an event, it was even crazier; many venues were without power and caterers were challenged to keep food from spoiling. Despite these obstacles, I heard many amazing stories of teamwork.
