As events unfolded ever so slowly in the Caribbean and Florida, who among event organizers didn’t think, “There, but for the grace of God, go…”?
The organizers of the Miami International Auto Show postponed their event. Surf Expo in Orlando closed a day early.
Shortly before Hurricane Sandy a few years ago, I was headed to a long-planned event in New York, only to be stopped just minutes before I was to get on the plane. Most attendees for this particular show were traveling from the Northeast and had not yet left their homes when the decision was made to cancel, but a few dozen who didn’t get the message in time spent several days cooped up in a mid-Manhattan hotel.
What would you do if your show had the unfortunate pleasure of sitting right in the eye of a potential major natural disaster?
First off, don’t pretend — at least to yourself and your team — that it’s not about the money, because it is.
The better angel hovering just beyond your right shoulder is worried about people’s safety. But the realistic business person hovers over your left shoulder fretting about refunds, cancellation fees and busted budgets.
Even though you don’t want to, think about this ahead of time. Have a plan that, if you’re fortunate, you never have to execute regarding what you’ll do if you find yourself a few days out from the event and you — along with your sponsors and attendees — are learning about an impending disaster.
What would or could you do about rescheduling if necessary? What does the fine print in your contracts with vendors say about the financial implications of a sudden cancellation or an “act of God”? How far are the bulk of your attendees traveling and what does that tell you about how much time you have to make a final decision to go forward or cancel?
Thinking about all this in advance means you can save time changing plans on the spot at the last tension-filled minute.
Do your best during the registration process to assure you have reliable contact information for attendees and exhibitors if and when you need to get in touch with them immediately. Start communicating with them even before you’ve made your final decision about what to do.
Then be available when they start calling, texting and e-mailing you in those days when you’ve got a million other things to think about at the same time.
Do these simple things and when you make your decision about which path to take in the face of a potential disaster — cancel, reschedule, fly blind — you’ll do so with the confidence that will compel your event participants to trust you did the right thing for them.
Michael Hart is an event consultant and conference content professional. He can be reached at firstname.lastname@example.org, @michaelgenehart or 323-441-9654.No Fields Found.