Planning an event can be both exciting and stressful. You need to make a great, lasting impression but you also need to be poised and ready to spring into action should something unexpected happen.
The best way to expect the unexpected at your event is to be prepared. As a general rule of event planning, it’s a good idea to checklist everything and double check items at different intervals leading up to your event. Give agendas and timelines out to everyone that could benefit from it.
On the day of the event, arrive early. This will give you extra time should something happen and need immediate attention. There’s no such thing as being over prepared when it comes to event planning!
Here are some of the common mishaps we see at events and how to address them:
At RACV Royal Pines Resort, we hold many events outdoors so when doing so, it is vital you have a contingency plan for the weather as it can be unpredictable. Depending on your event type, this could be as simple as organising large umbrellas for some light rain, or it could mean moving your entire event indoors, away from bad weather.
Giving your event schedule some wiggle room will do wonders for the minor overlaps that tend to occur. Leaving a little room before and after scheduled items will give you the flexibility you need to ensure your entire event won’t run late.
You may have a supplier cancel at the last minute, or a supplier may have resourcing issues. The best thing you can do is to make sure you are in direct contact with them regularly. Arrive early on the day and ensure they have everything they need for their work to run smoothly. Have a list of backup suppliers ready in case the unexpected happens.
Technical glitches can happen at the most inconvenient times, usually right when someone is about to give an important speech!
To minimise the chance of technical glitches and ensure you can address any issues that do arise, always make sure you are using a professional and reputable AV provider. Make sure your AV technicians offer onsite support throughout your event, and that they also have their own contingency plans in place. This way, you will always feel secure knowing the show can go on.
Venue Climate Problems
The temperature at your venue sounds like a small concern but can have a huge impact on your guests’ experience at your event. If it’s possible it may be too cold or too hot, it may be wise to consider hiring extra equipment such as heaters or air con units to combat this issue. Make sure you have access to quickly change the temp on the system too should it become uncomfortable.
Medical emergencies require fast reaction times and leadership. At a minimum you need to be aware of where the emergency exits, medical emergency kits, and fire extinguishers are located in your venue, ahead of your event.
To ensure you don’t exceed your budget, it makes sense to keep an emergency fund. A lot of Plan B’s require extra funds at the last minute and if you have that available it just takes away so much stress and pressure.
No matter what, when faced with the unexpected at your event, react calmly and quickly. People will remember how well the issue was handled, or may not even realise there was a problem in the first place.
AVPartners is always prepared for the unexpected. To find out more or work with us, contact us today.