Contingency.
WHAT COMMONLY GOES WRONG
Power failure Rain, for outdoor events A supplier not arriving Equipment failure Key people arriving late or not at all Attendance far above or below expectation Venue problems
WHAT TO PLAN FOR EACH
A specific alternative.
WHY SPECIFIC
Vague intentions to improvise fail under pressure.
WHAT POWER CONTINGENCY REQUIRES
A generator, sized for the critical load, tested.
WHAT CRITICAL LOAD MEANS
Sound, lighting sufficient to operate safely, and anything supporting safety.
WHAT WEATHER CONTINGENCY REQUIRES
Cover, or an alternative space, decided in advance.
WHAT TO ESTABLISH
The decision point: when you commit to the alternative.
WHY
Deciding too late means neither option is ready.
WHAT SUPPLIER CONTINGENCY REQUIRES
An alternative identified and reachable.
WHAT TO DO ABOUT LATE KEY PEOPLE
Have a running order that can be reordered.
WHAT TO ESTABLISH
Who decides to change the programme.
WHAT TO CARRY
Spares for anything critical and small: cables, batteries, adaptors, microphones.
WHY
Small failures stop large events.
WHAT TO ESTABLISH ABOUT COMMUNICATION
How the team communicates when the venue is loud.
WHAT TO DO ABOUT GUESTS
Keep them informed, calmly.
WHY
Uninformed crowds become difficult.
WHAT TO AVOID
Announcing problems that will be solved before anyone notices.
WHAT TO RECORD
What happened, for the review.
