Take it from us, your professional event planners - we never work an event without having an emergency checklist!
Even the best plans can fall short and the most experienced event planners can stymied
by unforeseen circumstances. Having an emergency checklist and the right supplies on hand can allow you to handle anything that comes your way.
Things that move but weren't supposed to:
Duct tape fixes everything, right? That's almost true! Having a variety of tape, depending on
the situation, is essential. Clear tape, gaffer tape, clothing tape, removable adhesive strips and
double sided tape are important tools for fixing things that should be immobile. Sewing kits,
safety pins, zip ties, locks and other theft-prevention measures fall into this category as well.
Things that don't move but were supposed to:
Now it's time to introduce duct tape's other half - WD40! A lubricating spray can be helpful for
loud doors, removing sticky things and more. Scissors and wire snips are essential tools as well.
An extra cake knife / serving utensils may also be helpful.
Is the event outside? If so, bug spray and sunscreen are a must. Anti-itch cream and
antihistamines for those bites that inevitably happen can also save the day. An ice cold
airconditioned event hall? Toe warmers under the table cloth may be needed.
Look your best:
In the case of a wedding, photo shoot or keynote speaker, appearance matters. Stain stick, oil
absorbing sheets, static guard and a lint roller are important tools to make sure that your
clients (and you!) be camera ready.
Power it up:
Extension cords, power strips, batteries, extra charging cables - we've all seen the situation
where the cord just isn't long enough. Having additional supplies to provide power will never do
you wrong. Additionally, think about what you would need if the power goes out completely -
flashlights, lighters and candles.
Permanent markers, pens, highlighters, extra paper, paper clips and binder clips, rubber bands,
etc. If you're planning an event with registration or that will take payment, throw in extra money
envelopes and receipt paper as well. Extra name tags and acrylic sign holders are also life
Safety and wellness:
A couple of snacks (remember food allergies) and bottles of water are critical when there's no
time for lunch. Basic first aid supplies and pain relief will also keep you and your guests going.
Cotton swabs and tweezers have a variety of purposes, and a basic tool kit to hammer in a
wayward nail or bend a protruding wire will serve you well. Rubber gloves and trash bags can
also help contain messes safely.
Example packing list:
You can download our FREE printable checklist below!
My Big Day is no stranger to managing event emergencies, but this is a first!
COVID-19 is wiping out events large and small across the nation - and beyond.
As event planners, we feel that it is our responsibility to be on top of all potential event roadblocks, including Plan A, Plan B and Plan C for unbelievable things such as the Coronavirus.
For those responsible for putting on events that bring crowds of people together, the World Health Organization has published some key planning recommendations ....
Specific features of the event that should be considered include:
Coming up with an action plan for any event is absolutely necessary.
Clear messaging is also a must.
As an event participant, what can you do?
Wash your hands frequently. Regularly and thoroughly clean your hands with an alcohol-based hand rub or wash them with soap and water.
Why? Washing your hands with soap and water or using alcohol-based hand rub kills viruses that may be on your hands.
Maintain social distancing. Maintain at least 1 metre (3 feet) distance between yourself and anyone who is coughing or sneezing.
Why? When someone coughs or sneezes they spray small liquid droplets from their nose or mouth which may contain virus. If you are too close, you can breathe in the droplets, including the COVID-19 virus if the person coughing has the disease.
Avoid touching eyes, nose and mouth.
Why? Hands touch many surfaces and can pick up viruses. Once contaminated, hands can transfer the virus to your eyes, nose or mouth. From there, the virus can enter your body and can make you sick.
Practice respiratory hygiene.
Make sure you, and the people around you, follow good respiratory hygiene. This means covering your mouth and nose with your bent elbow or tissue when you cough or sneeze. Then dispose of the used tissue immediately.
Why? Droplets spread virus. By following good respiratory hygiene you protect the people around you from viruses such as cold, flu and COVID-19.
If you have fever, cough and difficulty breathing, seek medical care early. Stay home if you feel unwell. If you have a fever, cough and difficulty breathing, seek medical attention and call in advance. Follow the directions of your local health authority.
Why? National and local authorities will have the most up to date information on the situation in your area. Calling in advance will allow your health care provider to quickly direct you to the right health facility. This will also protect you and help prevent spread of viruses and other infections.
Stay informed and follow advice given by your healthcare provider. Stay informed on the latest developments about COVID-19. Follow advice given by your healthcare provider, your national and local public health authority or your employer on how to protect yourself and others from COVID-19.
Why? National and local authorities will have the most up to date information on whether COVID-19 is spreading in your area. They are best placed to advise on what people in your area should be doing to protect themselves.
Be Considerate of Others
Put Your Health First.
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