A bi-monthly newsletter for event organizers
in the tech industry
January 23, 2019
In our last issue - Getting Organized - the Planners Advice section featured a tip by Vicky Lee to always have a backup plan. Since this is extremely important advice and every organizer would be wise to have one, I thought we’d squeeze in a backup plan issue or Expect the Unexpected. I can’t tell you how many times having a backup plan saved the day! We know things always go wrong behind the scenes. And I mean ALWAYS. It may be something very minor, but expecting the unexpected and being prepared for it is where the professionals stand out. A speaker may not show up, boxes may not arrive, AV might go on the fritz. Regardless, we need to have all those possibilities covered to ensure a successful event, hopefully without too much attention paid to whatever happened to go wrong. So enjoy some advice from professionals in the industy who share their tips with you!
Warm Wishes & Happy Planning!
THIS WEEK: EXPECT THE UNEXPECTED
QUICK CONTINGENCY PLAN TIPS
Create a backup plan and make sure your team is aware of the plan and know what they are each responsible for. Establish a chain of command in the event of a mishap.
Be proactive and determine, as best you can, any mishaps that might occur based on the location, time of year, attendees, etc. Then create a solution for each item.
Weather - is your event taking place in a season that could disrupt your plans? Is it prone to hurricanes or other outside influence? Take these into consideration.
Venue - Does the venue have a contingency plan? What other venues can meet your needs? Choose one that you could transfer everything over to with minimal notice.
Catering - have a list of 3 caterers and check for availability. Follow up on this two weeks before your event and again the week of.
Create a backup list for every supplier you are hiring. This way you'll know exactly who to go to should you need it. Chat with them ahead of time too.
Have three (3) speakers on standby and provide them with a comp ticket to the event so they are already in attendance.
BLOG SPOTLIGHT: WHAT IF YOUR EVENT GOES WRONG - BACKUP PLANS
"Every event has its issues and most of them are so small that no one even notices. Unfortunately there are some problems that can send even the most seasoned event planners into a cold sweat. When these problems occur, it can seem like the end of the world. Fortunately the event experts at Glaziers Hall are here to help. Whether you are dealing with a speaker who has cancelled or the threat of nobody showing up, we can guide you through the worst event disasters." Stephen, Glaziers Hall
GO TO BLOG
EVENT TECH: WHEN TECHNOLOGY FAILS AT THE LAST SECOND (WHY YOU SHOULD HAVE A BACK-UP PLAN)
"How many times have you been in a meeting where the technology didn’t work? It’s a frustrating situation for meeting attendees, managers, and for the techs who are responsible for making sure the equipment is working."
"Always have a backup plan! Like if you are the main person running an event, make sure you have someone to keep events going when you are away."
Coder, Tech Event Organiser, Diversity in Tech Advocate
Coding Grace, 404
"Make Sure Your Plan B Is Ready To Be Rolled Out At A Moment's Notice
When large numbers of people and large amounts of money are at stake, there is no such thing as being over-prepared. Make a backup plan for everything that can possibly go wrong. For the really important things, have two backup plans."
Thank you for taking the time to read our newsletter! If you have any questions or
feedback, please feel free to reach out to us. We are so happy to have you as part of our growing community! Please feel free to share our newsletter with other event professionals. Until next time...Happy Planning!
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