Is There a Plan B?

by Lesley Pinder, WPICC of Lesley Pinder Wedding & Events in Nassau, the Bahamas

Is there a Plan B? In other words, what is your Contingency Plan?

Once that contract is signed, and planning has commenced, a strategic contingency plan should be included as one of your primary action tasks in the execution of your event. A plan designed to mitigate any incidents that may arise or disruptions during the planning and execution. This includes forecasted inclement weather conditions, accidents, emergencies, illness and misrepresentation of vendor services to name a few.

While communication with your event team and vendor base is important, this allows room for change at a moment’s notice without disrupting the flow of your event preparations. With a plan in place, any possible changes would result in a seamless outcome.

Contingency plans also assist in making informed decisions about what to do and not to do, saving time, money, effort, negative feedback and minimizing potential damages. Imagine a fully outdoor event, adorned with furniture, fine linens and tableware, and in a moment’s notice there is an unexpected heavy downpour of rain. This would be disastrous having spent all day setting up with all the finishing touches in place prior to the guests’ arrival. What do you do next? It’s like starting all over again and trying to create magic using pixie dust.

What is the lesson here? Have a conversation with clients prior to these possibilities. Being proactive and having the ability to not focus on the problem and make quick decisions. Managing the end result to the best of your ability, even if it means an additional cost at times.

Let’s do ourselves a favor and plan ahead. It’s better to be safe, than sorry.