Having a contigency (back-up) plan will prevent panic when, not if, things go wrong during an event. When creating a contigency plan, hope for the best, but prepare for the worst.
- Inclement weather
- Low attendance
- Guest speaker cancellations
- Heavy traffic
- Unexpected/uninvited guests
- Sprinkler systems turning on
- Disruptive noises (i.e. the clock tower)
- Fire alarms
- Plan how to build attendance
- Change venue if only a small number of individuals confirm attendance
- Make arrangements for escorts with umbrellas for inclement weather
- Have a backup speaker if the primary speaker is detained or cancels at the last minute
- Arrange for security
Things to Consider in the Case of Inclement Weather
- If it is raining, can guests be escorted to the event by students/staff carrying umbrellas?
- Will you need to order a canopy?
- Will slippery sidewalks create problems?
- How will you handle umbrellas and overcoats when guests arrive and depart?
- Will your signs withstand heavy rain/snow?