Changes are upon us all the time so now more than ever you need a Plan B. COVID is still being predictably unpredictable and this is contributing to uncertainty and the need for forward thinking. You may have a robust COVID Safe Plan but does your event have a Plan B?
Why would you need a Plan B?
You need a Plan B so your event can still go ahead even when things change.
In today’s climate, we need a Plan B because:
- COVID is not going anywhere yet
- Restrictions can change at any time
- Borders can close, stopping planned speakers and special guests from being present at your event
- Guest numbers can change in an instant
- You, yourself, may get unwell or have been in proximity to someone and cannot attend your own event
- And the list goes on …
But it’s not just the why, it’s also the What and the Who!
So, WHAT is your Plan B? And WHO is your Plan B?
The WHAT Plan B
Think about all the elements and conduct a risk assessment.
- If you have a variety of speakers or special guests coming from interstate, perhaps organise a series of pre-recorded videos. Snippets of these can also be used for pre-promotion on your socials.
- Is your event conducive to being run in a few different locations? Think about the hybrid approach. Or maybe take it to the road? Roadshows can provide scope for smaller guest lists, more variety with speakers across the entire program and therefore further exposure.
- Think carefully about your venue and the numbers it accommodates. Consider taking a larger room that will not be at capacity, so you can still fit numbers in even if limitations come into place.
The WHO Plan B
Who can be YOU if you can’t be there?
- You’ve won the lottery!
- You’re sick!
- You’ve been told to isolate for 14 days!
While the lottery scenario is a good one, the others are not so good and could mean you are unable to attend your own event – that event you have been working on solidly, maybe for the last six months or so.
But you know the run sheets backwards. You are set to brief Board Members on their event role, the guest list and who they are sitting with.
You have instructions on VIP protocols with the final details being emailed to you on the morning of the event – then you need to let the venue security know what’s going on.
You’ve built up such a great rapport with your MC in the last few weeks, and you haven’t even introduced anyone else in the organisation for them to reach out to.
Plus, your CEO is relying on you to introduce them to another CEO, but only you know what that person looks like.
Sigh. These are just a few tasks on the “pre-event” checklist. What about once the event starts?
Planning for worst-case scenario
A few years ago (pre-COVID), we were working with a client on a partial event delivery service.
Having worked with them for the six weeks leading into the event, we were across most elements of the event, and the day before the event, the main event staff member came down with a terrible illness.
There was no way she was able to attend, let alone facilitate the event that she had painstakingly spent the last few months organising.
Inadvertently, but luckily, Admire Events became her Plan B. She was confident that we could deliver the event on site on her behalf, just the way she wanted it to be.
How to plan for a Plan B
What would you do if something like this happened to you? You barely had a team to help organise this event, and you’ve already allocated tasks to everyone else anyway.
Is there someone who can run the show the way you would? Someone who knows your run sheet, your guest list, your VIP protocols, your speaker notes?
Our top 8 tips for when you are thinking about your Plan B:
- Have a COVID Safe Plan
- Do your risk and contingency plan
- Forecast your budget for multiple scenarios that might eventuate
- Have trusted suppliers across your contingency plans and potential change in event format should it be needed
- Make your event plans so that you can be removed completely from them if necessary
- Share all event plans with someone else and make sure access and knowledge is not limited by your physical availability
- Distance yourself in the weeks leading up to the event from the other key team members that will be onsite at the event (‘hot spot’ spoiler alert!)
- Have trusted professionals in your corner that you can call on if things go pear-shaped quickly
A Plan B needs to be part of your Plan A.
Let us help you get your Plan B in place.
Or find out how we can help with your WHAT and how WE can be YOU – your WHAT and your WHO Plan B.