Why You Always Need a Backup Plan
Pivoting in Events: Why You Always Need a Backup Plan
You can plan every detail of an event, but there will always be a few things you can’t control. Weather is a big one, especially when you’re planning an outdoor event in the Midwest.
We recently provided AV for an education fundraising event that was originally planned for the school’s football field. From the beginning, our team worked with the event planners to create a rain plan in case the weather didn’t cooperate.
And sure enough, we needed it.
Plan B Was Already a Plan
The day before the event, the decision was made to move everything indoors.
Because that possibility had already been discussed, we weren’t starting over. We knew what needed to change to adapt the AV setup to the indoor space.
With a few additional pieces of equipment and adjustments to the setup, the event moved inside and was ready to go.
Planning Ahead Makes the Pivot Easier
A backup plan can feel like something you create and hope you never need. But when you do need it, having those conversations ahead of time makes a huge difference.
Where will the event move? How will the AV setup change? What additional equipment could be needed? At what point will the decision be made?
Working through those questions during pre-production gives the event team a clear direction if conditions change.
Some Things Are Out of Your Control
Weather changes. Schedules shift. Spaces change. Live events require teams to adapt.
The goal isn’t to predict every possible scenario. It’s to identify the things most likely to affect the event and have a realistic alternative ready.
In this case, the rain plan became the real plan, and the event could keep moving forward.
Have a Plan B
Planning an outdoor event? Bring your production team into the conversation early so your primary plan and your backup plan both account for AV, power, staging and the realities of the venue.
Planning an upcoming event? Let’s talk through the details and make sure you’re ready for Plan A and Plan B
