Why it is so important to have a back-up plan when organising events, and how to deal with problems

Now that winter is here it has reminded me how important it is to have a back-up plan. Unforeseen circumstances can affect your event causing them not to run to order.

Along with risk assessment and health and safety is always advisable to have a plan B.  So many outside circumstances can affect your event.  It is also very important to make sure whatever event you are holding that you have the right kind of insurance cover which includes cancellation.  You should also have all the details of attendee emergency contact details and a detailed process for a disaster with line of management contacts and a plan for implementation.

• Natural Problems -Weather is a factor outside of our control, especially if organising an outdoor event, you should always have an alternative plan in case the event cannot go ahead outside.
  • Snow can affect not just transportation of delegates getting to an event; it can delay speakers or key attendees attending.  Remember to consider the date and time of year you are holding your event. How probable is weather going to affect your event by blocked roads due to snow or heavy rain causing flooding.
  • Winter time can also be a time when people tend to get colds or flu.  Have a back-up if your key speaker is unable to attend.  You may have to change to another speaker or the order of the programme.
  • Heatwave – It is lovey to have sunshine for your event but too much heat can also be dangerous.  Make sure you have plenty of cover and shade, fans or air conditioning, plenty of water for people to drink.
  • Fire can also affect a venue or area, be aware of previous history of any of these events to the venue/location.
  • Drought can cause water shortages and some areas have to reduce the availability of water.  You may need to use bottled water instead of jugs of tap water for drinking.
  • Strong winds can affect power as well as transportation to an event and if you are holding an event outside you need to make sure all power cables and marquees and free-standing temporary buildings, posts, signage, fencing etc… are anchored.

 

• Man Made Problems – A Strike this can affect the venue, staffing, and public transportation to an event.
• Terrorism – if travelling abroad check with government websites regarding travelling to certain countries.
• Politics – streets being closed due to protestors, check with local authorities and police as to what is being affected.
• Power outage – hopefully this can be temporary but always check with venue what they do in the event of this happening do they have back-up generators?
• Fire – At venue make sure that you are aware of all emergency exits and also the drill in where to meet should this occur.
• Health – If required have a medical team and ambulance on site.  Ill health or food poisoning, check all food standards and certification, know where the nearest Dr Surgery, hospital etc…
• Security – make sure that you have the right level of security in place whether it is security on access or if an exhibition make sure expensive equipment is secured.

On the whole most of the time the event will run according to plan, but the better prepared you are the better the outcome should the unexpected happen.