Ever found yourself in crisis mode at an event due to unforeseen circumstances? Not us! Best.Day.Ever. has mastered the art of the contingency plan. Through clear communication, paramount concern for safety, and careful risk mitigation, we ensure a hassle-free experience from client onboarding to event execution. Read along as we delve into five common questions that reveal our best practices for shrinking the margin of error that comes with event planning.
What is the backup plan if technical difficulties arise during presentations or performances?
Sometimes even our well-oiled machines hit a glitch or two. We like to live by the saying “expect the unexpected.” There’s no good reason the video presentation you spent months working on is suddenly “missing media,” but it happens. It’s important to have multiple saved versions of large presentations and even multiple devices that have access to the presentation and are adaptable to the proper cable requirements. Speakers using presentations should also be briefed well in advance to adequately prepare for their presentation, limiting reliance on the actual media content. It is also always good practice to only select speakers and talent whom you are confident will deliver what is expected.
Which measures have been implemented to manage unexpected weather conditions during outdoor events?
Mother Nature is known to throw a mean curve ball now and then. To remedy this, our team makes sure to ask the right questions during venue procurement, so even stormy weather can’t ruin your “best day ever.” If it is an established venue, always ask if the space is weather-protected with heaters and/or is covered. If you are building out the space, communicate with your point of contact the utilization of approved vendors for line items such as heating and cooling systems, tents, and other temporary structures. If you fully trust your local meteorologist’s 10-day forecast, you could even plus up gifting with branded rain gear like windbreakers or umbrellas for bad weather you can’t avoid.
In the event of unexpected cancellations from key speakers or presenters, how will we adapt the agenda?
Whether it’s flu season or the dog ate your prep work, things happen! While unexpected cancellations of key stakeholders to the event can be stressful, having a backup plan will put those nerves to rest. Communicating these “what if?” scenarios and establishing a plan just in case will reassure everyone of a successful, seamless event. In the case there is a speaker or talent who feels ill, it might be best to strike them from the run of show preemptively, so nothing happens when it actually matters.
How will we manage transportation and parking challenges to ensure smooth arrival and departure for attendees?
A partnership with Best.Day.Ever. ensures all elements of your event’s agenda will be handled by our in-house team of event experts. We call ourselves the “elbow grease behind hospitality” because our specialty is the grunt work. Everything from ground transportation, rooming lists, hotel blocks, parking requirements, and anything else to set your guests up for success is fully outsourced and managed by the BDE team.
What if talent fails to show up?
In the rare case a booked talent appearance doesn’t appear, quick problem-solving and swift action will ease all your worries. Again, it is best to communicate the “what ifs” and have a plan in place such as designating a spokesperson (preferably one with an electric personality) to act as a “host” and who could step in in the event the booked personality doesn’t show. This could simply be a member of your team who could represent your brand in the right light. You could also discuss the possibility of a live DJ who can simultaneously grab the mic and MC in a pinch. Booking talent is about hiring someone to lead the crowd’s enjoyment and ignite excitement; A no-show just means redirecting that energy!