Meticulous, exacting…maybe even a little obsessive. When it comes to thinking about the finer details of an event, planners leave nothing to chance. Yet even with their incredible powers of anticipation and foresight, they know that the unwelcome and the unexpected is always a very real possibility. So when last minute event changes threaten to derail an occasion, a canny planner is ready and armed with a host of strategies that not only enable them to merely head off disaster, but to turn that sudden challenge into sweet success. From potential crisis to absolute victory, this blog will explore the tried-and-tested tactics that help planners exactly when they need it most.
Cultivate a Strong Vendor Network
Vendor-related issues — especially any last-minute changes — have the potential to wreak havoc on a well-planned event. But a canny planner can mitigate any sudden issues by building both a strong network of vendors and a solid relationship with individual suppliers, each of whom should have a reputation for professionalism and flexibility. A strong network ensures that — when issues do arise — they can be resolved quickly and efficiently.
Contingency Planning: An Absolute Essential
For event planners, a contingency plan is an absolute essential. Just as every occasion is unique, planners should also take the time to ensure that any necessary back-up plans are thoroughly and carefully considered. A well-thought contingency plan should take into account everything from changes in weather, technical issues and vendor cancellations to alternative venues, back-up equipment and secondary entertainment options. Having these contingencies in place not only saves a planner hassle, but — most importantly — ensures a seamless transition for delegates should their original blueprint fall through.
Utilise Event Management Software
When it comes to dealing with sudden change, any tool that can help planners to manage the shift in load is worth consideration. That’s why event management software can be a true game-changer for event planners. From guest lists to schedules and vendor contracts, these software systems — many of which also offer real-time updates and notifications — can help planners to keep track of multiple aspects of an event in real-time and, even better, make it easier to communicate any changes as and when they happen.
It can’t be said enough: concise and clear communication is absolutely crucial when dealing with last-minute changes. This means that planners should have a communication plan in place for both their immediate team as well as for their delegates, attendees and vendors. If needed, designate the specific channels that you’ll use to communicate (i.e. email, phone or social) to your parties well ahead of your event. After all, quick and clear communication enables planners to manage expectations and make any needed adjustments as swiftly as possible.
Create Detailed Run Sheets and Timelines
When last-minute changes happen, a well-documented run sheet and timeline are a planner’s best friend. These should include all the details critical to an event, such as schedules, vendor contact information, and key staff responsibilities. When sudden changes occur, having this information to hand is invaluable in helping a planning team to get up-to-speed as quickly and efficiently as possible.
Have a Dedicated Team
On that note, it helps to build a team of experienced professionals who are well-versed in handling unexpected challenges. Each team member should have a clear understanding of their individual roles and responsibilities, especially during any last-minute changes. It’s worth conducting drills and simulations to prepare your team for various scenarios, so they can act with confidence in any situation.
An Eye to the Sky: Monitor Weather and External Factors
It’s crucial to monitor the weather when planning any kind of outdoor event. Conditions can change rapidly and that, of course, could have a significant impact on proceedings and trigger the need to activate your contingency plan. In addition to the weather, it’s also worth considering any other external factors that could have an impact on your occasion, such as road closures, transport strikes or even large-scale local events that could hinder attendees as they make their way to your event.
Stay Calm and Flexible
Finally, as an event planner, it’s essential to stay calm and collected when faced with last-minute changes; stress and panic only hinder your ability to make rational decisions. Embrace a positive attitude — one of flexibility and adaptability — and encourage your team to do the same. Just remember: the ability to adapt to sudden and unforeseen circumstances is the hallmark of a truly successful event planner.
While last-minute changes may be unavoidable, they don’t have to spell disaster for your event. By implementing these tried-and-tested strategies and tactics, planners can mitigate the impact of the unexpected, turning every challenge into a success while creating memorable, meaningful and valuable events.
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