Who hasn’t been to a function where the sound was off, or the room was too chilly/warm, or the food was taking forever to be served? There’s no end to the possible issues that can come up during an event, and while knowing how to prevent them is important, it also doesn’t hurt to be equipped to face them! Here is a small survival guide, courtesy of HAPPENING.CA, to help you get through your next event.
We can’t emphasize enough how important preparation is in event planning. Preparation means forecasting all possible scenarios and crises, and coming up with plans B, C, D and sometimes even further down the alphabet. Is the space hard to access? Communicate this to your suppliers and guests with detailed instructions and a mini floor plan. Planning a sugaring off outing with dog sledding? Awesome! But have you thought about what you will do if the weather doesn’t cooperate? Ideally, you will have a back-up plan that will please your guests, like the chance to have some cuddle time with those affectionate husky puppies!
Stay Calm and Assess the Situation
Has your gala evening just experienced a major power outage? Rather than panic (which is the worst thing to do), stay calm and evaluate the issue objectively. What’s the source of this hiccup? How long will it last? What are the immediate effects, and what will the impact be on the rest of the event? Reassure your guests and huddle with your colleagues so they can help you handle the situation effectively.
A good attitude is key in turning a challenge into an opportunity. You can make miracles happen by staying postive. Avoid blaming and be optimistic. Is the caterer lost and running late? Take the mic and gather your guests around the musicians in the centre of the room—perfect time for a small intimate concert! With just a bit of optimism, wait time can be easily transformed into quality time.
Have the Right Team, and Delegate
While your over-the-top creative colleague is definitely your go-to person for the planning and design phase of the event, they might not be the best choice for on-site. Surround yourself with the right people at each phase of the organizing process to ensure that you’re leveraging the strengths and skills of each individual. This way you’ll know which person should be delegated which tasks and responsibilities, and who is in the best position to help with an unforeseen issue. To make sure the planning and the event itself run smoothly, regularly follow up with your team and suppliers, from the beginning to the end of the process. This will avoid many misunderstandings.
Risk mitigation in event planning requires you to know your limits and what adjustments to make along the way. Over the course of your planning, you’ll find yourself rethinking many details. If your event is experiencing a change in size, location, theme or supplier, pay attention and be proactive. Things rarely stay the same. Original plans get modified all the time, which is why staying flexible is critical.
Being able to change course at a moment’s notice is one of the essential talents of any event organizer. If the idea of managing the unforeseen makes you break out into a cold sweat, why not let the professionals do the dirty work? At HAPPENING.CA, we always have alternative tricks up our sleeve. Our legendary ability to react quickly and calmly gives our clients peace of mind from start to finish!