Found the perfect venue for your event, have a Plan B! Hired a DJ for your event, have a Plan B! Booked caterers for your event, have a Plan B! When hosting an event our top tip for all of the event organisers out there is to have a contingency plan. A back up plan is essential for every event plan. There is never a guarantee that your Plan and all that you have prepared for an event will go off without a hitch. Having a backup plan ensures that you have a solution on hand in the event of an emergency. The likelihood of things going according to plan is not certain! Hence it is always important that as an event organiser you ensure that every aspect of your plan has a backup option.
What could go wrong?
- Unexpected weather.
- Power cut.
- Absent team members.
- Too many guests.
- Low customer turnout.
Benefits of Having A PLAN B!
Less stress and hassle when things go wrong
Having a plan b allows you to prepare and understand risks that you may encounter with your original plan. A backup plan will give you time beforehand to create solutions for any troubles you may find that can occur when you conduct a risk assessment for your plan b!
Improve Your Existing Plan
Creating a backup plan will involve reviewing your existing plan, which may allow you to find ways you can improve and improve the plan you have created for your event.
Here Are Our Top Tips When Creating A Contingency Plan:
1. Keep it simple
When creating your Plan B make it clear and simple for everyone to understand. Remember if this plan is used, it is most likely because a problem has occurred. Clear communication in the form of a simple easy to read Plan B will go a long way. In the event of an emergency having an easy to understand and conduct plan b wilxf be extremely beneficial.
2. Conduct a risk assessment
Every plan needs to have a risk assessment. They help to spot and analyse hazards and problems that could incur. Once you have identified potential hazards when you conduct a risk assessment you can develop measures to mitigate, avoid or reduce the impact of the risk.
3. Keep The Contingency Plan Up-to-Date
When you are organising events things change all the time and on that account it is important to monitor your Plan and regularly update any necessary changes. This will help to ensure that the contingency plan is useful and most effective when it is needed.
4. Identify The Important Risks
Identifying the most important risks means you will have the opportunity beforehand to determine the severity and likelihood of the risks. You can then go ahead and create solutions for these risks if they were to occur.
A lesson we have learnt from Covid-19
If Covid-19 taught us anything it was that things can take a drastic turn at any point in our lives. Therefore we must constantly prepare ourselves for any inevitable disasters and adapt to changes quickly. It is also essential that everyone in your event organising team is aware of your Plan B and that you all communicate effectively if a situation was to arise.
So event organisers make sure you always prepare a Plan B!
Thinking of hosting an event? Check out Vivus Create. An events management app that allows you to manage events, social media, sponsors and more seamlessly. Learn more about Vivus Create or how we protect your event in the reseller market.