This post was written by Jennifer Taylor. Jennifer Taylor is the owner of Taylor’d Events Group, a planning firm that specializes in celebrations of all kinds in the Pacific Northwest and Maui.
Nobody wants to face a crisis during an event – that’s a fact. However, that’s all the more reason to prepare in advance and develop a risk management plan. That way, if things go awry, you’ll be ready to mitigate the repercussions and bounce back.
The key to a solid risk management plan is open communication between all parties involved. This includes the clients, their parents, the venue coordinator, and all of the wedding professionals on the event team.
Each event is unique, so it may make sense to develop a standard crisis plan that can be tailored to the situation at hand. For example, uncooperative weather is a common worry for outdoor events, so a rain plan is something that can be planned in advance. However, for each event, you’ll need to be familiar with the venue so that you can tweak the rain plan if necessary.
The same goes for other potential risks – use your foresight to think about what could possibly go wrong and find a solution before it does. Worried about an elaborate cake surviving the summer heat? Ensure that there is a nice and cool place for it to stay safe and sound. Concerned by a vendor’s lack of communication? Draw up a phone tree with everyone’s day-of phone numbers so each person can be reached.
Once there is a plan in place, send it along to the rest of the event team to ensure that everyone is on the same page. Communicate your expectations and what you define as a successful. Be sure that everyone understands what kind of constraints they are operating under, as it may have an effect on the level of damage control necessary. An event is truly a team effort, so include all involved parties in the crisis plan so that each has their own role that will contribute to a successful event, no matter what happens.
It will help to schedule a monthly call with the rest of the event team just to check in on everyone’s progress and ensure that everyone has what he or she needs. This is a great way to not only keep everyone accountable and avoid risk, but also to build a better camaraderie between members.
You may not even need to use your risk management plans – that’s the good news! However, if something does happen, you’ll be confident in knowing that you’re fully prepared to handle the crisis and lessen the damage that can come from it.