No matter how carefully you plan, there’s always a risk that something can go wrong. Consider the following advice on notoriously unpredictable variables:
Venue temperature
When selecting a venue, make sure you ask about the temperature. Party spaces are different with hundreds of people inside; we always ask if venues get very hot, and if they do, we rent additional fans or air conditioning units.
Timing
Pad the components of your event with extra time: When building a production schedule, we always include time buffers — not only for day-of but throughout the deliverables process.
Weather
Whether it’s having heat lamps on hold for a potentially chilly outdoor event or industrial ACs (or even a bunch of branded fans or spray bottles) in case of an extra hot day, or ordering a ‘just in case’ handful of branded golf umbrellas in the event of rain, it’s nice to see that the details are thought of.
Budget
Keep an emergency fund. As a general rule, we always include a contingency bucket in our budgets. This comes in handy for those unexpected expenses.
Keep these things in mind the next time you plan an event.
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