What is your back up plan when unforeseen issues force your event to be canceled or changed?
When the Marshmallow Drop that was supposed to take place last month was changed due to weather, Oakland County Parks & Recreation had a back up plan in place. Recent snow and rain made the fields muddy which would be a safety hazard for the 100s of children who show up. The expectation of rain that morning would also make it difficult for the helicopter to drop the marshmallows.
They quickly changed the event by cancelling the marshmallow drop but still giving Oakland County residents a chance to collect treat bags for their children in a one hour period if they drive up to the park.
As an event planner, you always need a back up plan. It might sound pessimistic but you really need to think worst case scenarios in every instance and how would you handle it, especially those instances that are out of your control like weather or illness. This goes for all events – not just outdoor ones where weather can wreck havoc. What if your speaker doesn’t show or becomes sick? Who could you call on to speak in their place at the last minute? Who would know the topic but wouldn’t be offended that they were asked at the last minute?
As the event planner you should develop a list of worst case scenarios. If it is an outdoor event know at what level of bad weather means just modifying the event and what type/degree of weather means cancelling the event. In case of key personnel or key entertainment being unexpectedly sick, who would be the ideal back up?
Second, you should know who the key decision-makers would be in the organization that would have final approval of the changes or cancellations. Usually it is a small team of people making of the event planner, president or executive director of the organization, public relations manager and in the case of an event where volunteers are involved in the planning the chair of the event.
With your key decision-makers and taking into consideration likelihood of cancellation due to weather and impact it has on budget, you and the decision-makers need to decide at the beginning of the planning stages of the event if you should purchase event cancellation insurance.
Have a communication plan in place on how you will address the changes or cancellation. Decide the ways in which you would communicate to your audience these changes. Will you use email and a phone call? Should it be posted on the website and other social media outlets you use? Is it a large community event where the media should be informed? Establish who would be the person responsible for each type of communication and to which audiences. Out of courtesy, senior management, vendors and speakers need to be called first and then followed with a written notice. Then staff should also receive a communication from top leadership, it should inform them of the changes and who is to handle questions concerning the cancellation.
How you handle cancellations is extremely crucial. Handling them poorly and not communicating in a timely manner or by as many avenues as possible can reflect poorly on the organization and create ill will. So if cancellation is necessary make sure you use fact-based reasoning for your cancellation. Avoid emotional statements. Before you communicate the cancellation, know what concessions, if any, you will offer to your various audiences. For example, Oakland County Parks still gave out the treat bags. But what if your cancellation is for a conference? Are you willing to reimburse nonrefundable airline tickets for speakers or guests? If you are what is that plan in place to provide the refunds. Also how will you handle your sponsors and/or exhibitors? For exhibitors, it is usually good policy to have in the initial contract information concerning cancellation.
Developing a back up plan isn’t always a fun job. But having one in place allows you to quickly respond when the worst happens.
When the Marshmallow Drop that was supposed to take place last month was changed due to weather, Oakland County Parks & Recreation had a back up plan in place. Recent snow and rain made the fields muddy which would be a safety hazard for the 100s of children who show up. The expectation of rain that morning would also make it difficult for the helicopter to drop the marshmallows.
They quickly changed the event by cancelling the marshmallow drop but still giving Oakland County residents a chance to collect treat bags for their children in a one hour period if they drive up to the park.
As an event planner, you always need a back up plan. It might sound pessimistic but you really need to think worst case scenarios in every instance and how would you handle it, especially those instances that are out of your control like weather or illness. This goes for all events – not just outdoor ones where weather can wreck havoc. What if your speaker doesn’t show or becomes sick? Who could you call on to speak in their place at the last minute? Who would know the topic but wouldn’t be offended that they were asked at the last minute?
As the event planner you should develop a list of worst case scenarios. If it is an outdoor event know at what level of bad weather means just modifying the event and what type/degree of weather means cancelling the event. In case of key personnel or key entertainment being unexpectedly sick, who would be the ideal back up?
Second, you should know who the key decision-makers would be in the organization that would have final approval of the changes or cancellations. Usually it is a small team of people making of the event planner, president or executive director of the organization, public relations manager and in the case of an event where volunteers are involved in the planning the chair of the event.
With your key decision-makers and taking into consideration likelihood of cancellation due to weather and impact it has on budget, you and the decision-makers need to decide at the beginning of the planning stages of the event if you should purchase event cancellation insurance.
Have a communication plan in place on how you will address the changes or cancellation. Decide the ways in which you would communicate to your audience these changes. Will you use email and a phone call? Should it be posted on the website and other social media outlets you use? Is it a large community event where the media should be informed? Establish who would be the person responsible for each type of communication and to which audiences. Out of courtesy, senior management, vendors and speakers need to be called first and then followed with a written notice. Then staff should also receive a communication from top leadership, it should inform them of the changes and who is to handle questions concerning the cancellation.
How you handle cancellations is extremely crucial. Handling them poorly and not communicating in a timely manner or by as many avenues as possible can reflect poorly on the organization and create ill will. So if cancellation is necessary make sure you use fact-based reasoning for your cancellation. Avoid emotional statements. Before you communicate the cancellation, know what concessions, if any, you will offer to your various audiences. For example, Oakland County Parks still gave out the treat bags. But what if your cancellation is for a conference? Are you willing to reimburse nonrefundable airline tickets for speakers or guests? If you are what is that plan in place to provide the refunds. Also how will you handle your sponsors and/or exhibitors? For exhibitors, it is usually good policy to have in the initial contract information concerning cancellation.
Developing a back up plan isn’t always a fun job. But having one in place allows you to quickly respond when the worst happens.
