You have a menu, a guest list and a master plan for your big day, maybe even a security plan, but do you have a disaster plan? Depending on the location and time of year when your event will occur, you may need to consider possible issues that could negatively impact your event.
Disasters may include:
- Weather issues – particularly impacting outdoor events, these may include wind, rain, ice and snow storms, tornadoes or hurricanes.
- Venue issues – these may range from the sudden closure of a venue without notice to fire or flood damage, loss of power for an extended time and more.
- Natural disasters not weather related – we often plan summer events for mountain locations which may be impacted by forest fires, heavy smoke from a nearby fire or road closures.
- Major illness or accident that prevents a key individual from attending, such as a car accident or sudden illness
- Vendors’ failure to perform – this covers a wide range of issues. I have had band members who canceled at the last minute, DJs who didn’t show up, photographers who forgot a camera and videographers who didn’t charge batteries.
Any of the above can ruin an event if you are not flexible and willing to make substitutions on the spot. Working with a knowledgeable event planner can help reduce stress and allow the hosts to focus on their guests while she/he handles the issue.
If your event could be impacted by an unforeseen disaster, such as a destination Caribbean wedding during hurricane season or a winter event in an area of heavy snowfall, you may want to purchase event insurance. The cost is minimal compared to the possible loss of thousands of dollars.
Don’t let an unexpected occurrence ruin your big day. By thinking about possible issues and creating a contingency plan, you won’t be blindsided.