Planning for the Worst

Nine times out of ten, an event will go smoothly just as it should. But, as every event organiser knows now and again things will go wrong. Being prepared in advance can make all the difference.

Outside events are always risky in the UK. You may get just the weather you want – or it becomes too hot, too dry or too wet! Having emergency shelter at hand for both performers and staff is essential – remember that electrics do not mix well with rain. Audio visual equipment is particularly vulnerable making provision of tents a priority whatever the time of year.

PLAN FOR THE WORST – IT CAN HAPPEN! Nine times out of ten, an event will go smoothly just as it should. But, as every event organiser knows, now and again things will go wrong. Being prepared in advance makes all the difference

What is most likely to go wrong?

The weather! Planning an event outside is dependent entirely on the right type of weather be it sunshine, rain or snow. Having alternative accommodation available is essential.

Presenters. Last minute problems can occur. Presenters may be delayed by traffic or cancel due to illness or personal problems. If you are planning live entertainment, there is always the risk of equipment being lost or damaged in transit. Make sure you have a good contacts book where you can find replacements at short notice.

Equipment. No matter how carefully equipment may be checked, on the day it may go wrong. Computers develop glitches, the audio visual systems fail – anything can happen. Choosing a reputable AV supplier will ensure these problems are kept to a minimum because they will automatically have spares, and access to replacement AV equipment.

Venues. Earlier events may overrun meaning that preparations for your event become rushed. Having a reliable AV supplier will help as they will be able to cope with any unforeseen problem.

Interpreters suddenly needed. The speaker’s command of English may be less good than expected. Be prepared to bring in an interpreter who can work with the AV staff at short notice.

Fires, floods and other disasters. Although rare, this can happen. Be prepared to move your entire event to another location at short notice. Have systems in place to contact everyone, including your events team and AV equipment suppliers giving them as much time as possible to set up at the new site.