EPG Spotlight
Planning for the ‘Just in Case’
For those in the event management business, it’s understood that this business is ripe with potential risks. While it would be highly frustrating to live life around things we can’t control, it definitely helps to have a contingency plan for ‘just in case.’
So what does it mean to have a contingency plan? Here at The Event Planning Group, we gather all pertinent information and organize it into one binder for every program. That way, if something comes up, we have a binder to reference for answers. You should also sit down with your planning team to ask tough “What If” questions. This could be everything from what if a bomb threat is called in, what if a guest dies at the event, what if there is a terrorist attack, what if there is a gunman on the premises etc.
The point is to have an answer for all such questions and to have plans in place to address them. This will require working closely with your event venue and affiliated security personnel to ensure everyone is on the same page should an emergency occur.
Following are some of the major points collected for EPG client programs:
- Event Agendas, Timelines, Delivery Schedules, Event Suppliers etc.
- Key Program Contacts (including all major players and their pertinent information, cell phones etc.)
- Local Emergency Contact Information (police, fire department, nearest hospital, security)
- Event Suppliers (venue/hotel, audio-visual, travel agency, signage, ground transportation, caterers, florists etc.)
- Venue Emergency Plan -- Each venue/hotel usually has an emergency plan that is for public review. Ask for a copy to include in your binder
- Emergency Exits -- Obtain layouts of your venue when possible
- Transportation Contingency Plan -- What happens in case of weather delays? Ground stops? This section should outline what to do.
- Attendee Contact Information -- Make sure to obtain emergency contact information, dietary needs, and special needs information to include in your binder. As appropriate, you should also include attendee arrival/departure manifests and rooming reports.
- Emergency Checklist -- This checklist outlines how to respond to an emergency. This section is a direct product of your “What If” questions.
The best contingency plan is to have one – including having a back-up for that one too. While there will always be unfortunate occurrences, it will undoubtedly help to alleviate their impact by being prepared to respond.
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