Any planner with any experience at all knows - we all make mistakes. Even if they are not OUR mistakes, the unexpected can and will happen. Part of the challenge in planning an event is thinking quickly on your feet and problem solving. It’s an inevitable part of our world, so embrace it and use that knowledge to challenge yourself in finding creative ways to fix the “oops”.  You also want to be sure you can nip the problem in the bud quickly and behind the scenes – no client wants their participants to know about hiccups and it’s our job to make sure they don’t, if at all possible. Here are a few tips we use that might come in handy during your next unexpected surprise.

• Know The Lay Of The Land: A site visit is a must. I know sometimes budgets are tight and a site visit seems excessive but it is an imperative part in planning an event. Venues might look great on paper and in marketing photos but until you actually walk the space, you don’t know for sure if it meets your needs. Not only can you anticipate any flow or directional problems, you can also get a feel for the surrounding area which can be an enormous help if you have a last minute VIP request, or map out an alternate route from the hotel because city construction has begun two months earlier than anticipated, or if you have a medical emergency for one of your attendees.
• Contact Info: All phone numbers, addresses, emails of your vendors – all the information you can possibly get of all vendors and parties involved in the event. You have to have multiple ways to contact those you are working with, just in case.
• Onsite Kit: Create a onsite kit which houses supplies you might need for the event. Scissors, tape, fishing wire, tape measures, etc. Put some thought into your kit and have it readily assessable onsite.
• Have A Contingency Plan: Is your event outdoors? What will you do if it starts raining? The band you hired just blew the electric circuits –where is that generator when you need it? Take time to think about the logistics of your event and obvious issues that could come up. Also, allow yourself plenty of time for set-up to keep some of these issues at bay. Pad the timeline a bit for your vendors so you can make the needed adjustments before the event starts

At least we can take comfort in the fact that all planners have obstacles to overcome. With experience comes knowledge, so chat with your colleagues about their past woes. You never know when you might be faced with the very same scenario!