It’s amazing how much we rely on technology today for corporate events planning. Case in point was last week when RIM’s main platform went off-line for a couple of days across the entire system. I happened to be in an airport when I realized I could not access my electronic boarding pass on my blackberry. At first I thought it was just that I was in an airport and wasn’t getting Internet access clearly. However no issue as I just went to a self-serve kiosk and printed a paper boarding pass. But looking around me you would’ve thought the world was ending as we know it. Which begs the question do you have a backup plan for your corporate events planning when the technology you rely on goes down?
Using Technology for Corporate Events Planning Is a Good Thing, but…
Don’t get me wrong, I’m a big user of technology and a proponent of it for corporate events planning. Technology, whether it be registration software, communication software for meeting delegates, transferring files etc., certainly makes a meeting planner’s job a lot easier. Especially when those meeting planners are traveling. But it’s a very good idea to have a backup plan should the technology that we rely on go down. That may sound like a no-brainer but I’m telling you I could not believe the amount of people that seemed totally stranded when their BlackBerries weren’t working.
Creating a backup technology plan for your corporate event planning doesn’t have to be a nightmare. Basically you want to make sure that you review what is essential should your technology not operate once you arrive at your destination. Doesn’t mean that you have to print every single document on paper. Rather, you might want to print out the most essential documents such as a flight manifest for all of your delegates, any contracts with hotels and suppliers or venues. Another suggestion might be to e-mail any important documents to your hotel contact and asked them to store it in case you need to print them out upon arrival. You may also want to save any documents onto a memory stick and that way if you do not have access to software, you can still print out the documents in the hotel’s business center.
While today’s technology is certainly an asset and a great tool for corporate events planning, a manual backup plan is essential. It just takes a little bit of time organizing what documents or contacts are crucial and making sure that you have hard copies. Doing so will save you a great deal of frustration should our communications systems get knocked out.