When it comes to a Plan B. My advice is simple always have one. No matter what kind of event or meeting is being planned. No matter what is involved or the logistics, a Plan B is a must. Some event professionals even recommend coming up with a Plan B, at the same time the event is being planned. Having a backup plan whether needed or not, will in the long run only help. To relieve stress and provide peace of mind. If only event planning and events were transparent. We wouldn’t need a contingency plan. But for all of us that plan events; we know that’s not the way it works. The fact is a backup plan is an event planners friend. And one of the more necessary and crucial parts of a program. We’ve all heard the saying expect the unexpected. And being able to consider every single thing that can go amiss; and then planning for it is half the battle. One thing I know for sure is when any (any) kind of issue pops up; the planner is always expected to respond in the fastest, most effective and best possible way. And it’s a talent. To have the skill as well as the plan to respond will take a planner a long way every time.
That’s Where the Plan B Comes In
The event planning truth is even in the best of circumstances something will go wrong. Someone will be late or not show up at all. I always say it’s like Murphy’s Law if it can go wrong it probably will. Making it my policy to be like a girl scout and always be ever-ready. Meaning during event time I’m accessible, available and at all times prepared.
With so many details and tasks involved in planning events. It’s no wonder, I can count on both hands, the number of my events that have been executed without a glitch. And that’s where a backup plan comes in. If only you know about a glitch and rectify it before anyone is the wiser. Is it really a glitch? And that’s the whole point about a contingency plan. You know and I know that most times no event is executed perfectly. Stuff is going to happen. And an experienced planner recognizes that. It’s all about remaining calm, referring to the Plan B and addressing issues as they happen.
Questions to ask when Formulating a Plan B
There are lots of things to consider when creating a Plan B. Starting with always, always thoroughly reading contracts. I’m here to say you only make that mistake once. And ask yourself is event cancellation insurance needed? And for me most times the answer is a resounding yes. You have to weigh the potential risk with the economics. And ask yourself these very important questions.
What day is your event being held on? Is it a holiday or weekend? Is there a city event, parade or marathon? Are there any road closures or delays?
Is it an outdoor event or a cold weather event? What is the weather forecast? Do you need fans or extra bottled water? Are tents, outdoor washrooms or electricity needed? Weather can cause transportation issues in the winter months. Is preparation required due to snow, ice and hypothetically delays? Where are your suppliers and guests coming from?
What are the Medical possibilities? In case of an emergency does the venue situation need to be enhance. Depending on the type of event is a first aid kit enough or do you need medical staff on site? Is there easy access to contact police or EMT in an emergency scenario?