August, 19, 2015

5 Event Mishaps You Should Always Have a Backup Plan For

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As an event planner, it’s your job to anticipate the worst. Power outages, a cake that’s M.I.A., terrible weather‚ you name it, you need to have a Plan B for it. In the event of a crisis, big or small, it’s up to you how the remainder of the event carries on as well as how your client will react.  While you probably have a list of common things to double check and have a backup for in case of emergency, these are what we think are the five things you should never forget to plan ahead for.

1) More Guests Arrive Than RSVPed

It seems inevitable: Your client has a guest list of 150, but Aunt Sally, Uncle Bob, and their four kids arrive for the event in their party attire, despite never sending in their RSVP card. It’s essential to have a plan for unexpected guests‚ after all, you can’t just usher extras into a corner of the venue or send them away. Be sure to have additional seating and accommodations for unexpected attendees. 

2) Required Technology Adapters Are Missing

Whether you’re planning a wedding or business presentation, it’s essential to make sure that all technology equipment is available. Even if your client says they’ll supply their own cables, cords, and adapters, it’s always a good idea to have a stash of some commonly forgotten pieces: HDMI cables, USB cables, etc.

3) Parking, Parking, Parking

In a similar vein as having too many guests, it’s important to work out that there will be enough space for everyone who’s attending an event to park. Make sure you have space for overflow, as well as limousine parking, buses, or any other alternative transportation that the event’s guests may use. 

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4) The Event Venue is Short-Staffed

If you were promised a certain number of attendants, waiters, or other staff at the venue, only to arrive and find out that the event will be woefully understaffed, it’s always helpful to have some people who are on call and ready to step in and save the day. Whether they’re your own business’ workers or a couple of temporary workers, it’s essential to make sure the event runs smoothly no matter how many people call in sick.

5) People Can’t Find the Venue

It might seem a little silly, but in some cases, the venue is a bit difficult to find, even if you think it’s easy. For instance, if Internet driving instructions are incorrect or outdated, or if the venue has changed locations (i.e. used to be located at a different address and online listings haven’t changed), guests may get lost or confused. Be sure to send out reminders or even provide maps in advance to your client to send to their guests, and on the day of the event, set up signage both outside the venue directing traffic as well as inside, if the event is in a certain room or part of the venue.

What are some things you always have a Plan B for?