Is Your Conference Planning for Disaster

I just received an email update from one of my event vendors, not a major thing on a typical day but for them, it is an atrocious day. They are experiencing a major power outage at two of their facilities in the Western Suburbs of Chicago. Their phones are out, their email is down, they cannot process orders……the whole shebang.

The email details their situation, what they are doing and the fact that they are still on the ball even though they are not at 100% capacity. The email goes on to detail all of the cell phone numbers for anyone that you may need to contact.

This is the power of thinking ahead. This email was not on a whim, someone put forethought into it and had it ready to go in case there was a situation like this.

What are you doing to reach out to attendees in the event of a major power outage, storm or disaster? Are you prepared, at a moment’s notice to send the emails or text messages that inform them to not head to the convention center? Do you have a plan in case their needs to be an evacuation?¬†Are you ready for the storm on the horizon?

What if they need to reach someone, will they know how to get them or will they be making calls that go unanswered or sending emails that bounce back or sit in limbo while they fester and get angry that they are not getting a response.

Will they be confused about what to do, or will they have a leader to show them the way? Will they be scared or will they have someone with confidence and a call to action?

Knowledge is comfort, if attendees are kept up to date and informed about any situation it will help them get through it, it will help them understand. They may not like what you have to say, but they may need you to say it. You may even save a life.

Plan for success, prepare for failure, it may be the smartest thing you do.

Keith Johnston

Keith Johnston

Keith is the Managing Partner of i3 Events but is most widely known as the outspoken publisher of the event industry blog PlannerWire. In addition to co-hosting the Bullet List and Event Tech Pull Up Podcasts, he has been featured in Plan Your Meetings, Associations Now, Convene, Event Solutions, and has appeared on the cover of Midwest Meetings Magazine.

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