Here are 4 reasons why you always need a Plan B when planning an outdoor event:
1. Weather | Let's face it, we live in Canada and the weather is unpredictable to say the least! No matter how much time and effort you put into planning an outdoor event, all of your efforts will go to waste if the weather is not willing to cooperate. Make sure you have a clear back up location to host your event. You will need to ensure that you will be able to transport your materials to the new location with ease as well as have a floor plan mapped out in advance for easy set up. If you need to move your event indoors you will need a smooth plan for doing so.
If you're planning an outdoor event, let your guests know where your alternate event location is in case of inclement weather so they can plan ahead. Posting this Plan B on your event website or sending out an email the week of your event will keep guests informed while eliminating any confusion.
2. Time and Money | It is no secret that events take time and money to plan. If you do not have a back up plan in place you are basically throwing your time and money out the window. Protect your investment and event plans by making sure you have a Plan B available to you that is cost effective and that can be executed quickly. You will need to inform your vendors of your Plan B, and if you account for an alternate plan ahead of time you can ensure that your vendors will be prepared for a new location and set up. You will want to make sure you source a Plan B location that maintains your budget; ensuring that transportation costs, set up costs and vendor fees are all accounted for.
3. Credibility | Events play a big role in your reputation and not having a Plan B in place can make you seem unorganized and unprofessional even if you're planning a wedding. Your guests are looking for a superior event experience where all logistics are planned to near perfection. The last thing you want is for your guests to notice any major hiccups, it will make you look bad and unprepared. Having a solid Plan B in place with seamless execution will boost your credibility with your guests.
4. Peace of Mind | With luck on your side you may not need to implement your Plan B, which is always the hope going into an event. Planning out the steps you will need to take to execute your Plan B will give you peace of mind leading up to the event. You won't have to think on your feet or make a number of last minute phone calls. Simply notify your guests of the changes and carry out the elements needed quickly and professionally.
Event planning is already so stressful, there is no need to add to that stress! Hiring a professional event planner is crucial to mapping out a Plan B. Event Planners have a breadth of experience in planning and executing Plan B's and will know how to plan ahead for changes in your outdoor event due to inclement weather. They will save you time, money and peace of mind on the event day, making you look like a super hero!
Have you been to an event where there was no clear Plan B for inclement weather? Did the event seem unorganized? How did it affect your overall event experience?