Things Event Planners Should Do During the Coronavirus Pandemic
This is truly an unprecedented time. As the coronavirus has spread to over 180 countries, most medical professionals agree on how to stop the virus. We must stay home as much as possible, practice social distancing, wash our hands, and try not to infect each other.
No one knows exactly how long this pandemic will last, or when life will return to the one that we knew. The good news is that there are signs that we are pulling together, understanding the threat, and taking it seriously. We will get through this and get back to business at some point.
While the coronavirus has hit almost all industries, it has been a disaster for event planners. Understandably, companies don’t know when it will be safe to plan their next event, and just waiting is a logical choice when faced with this uncertainty.
The Coronavirus Pandemic Presents an Opportunity for Event Planners
As we stay home each day and try to keep our sanity, one might think there is not much that we can do but wait for our clients to call. However, another way to look at this situation is as an opportunity. This is a unique period in our lives and we may never again have so much free time at our disposal. It is the perfect time for each of us to take daily steps to build new habits related to our health, our business, and our mind, so that we return stronger and more productive than ever.
How To Create New Habits
A study at University College in London concluded that behavior change was more successful when the study participants followed a four-step process. Within 10 weeks, the participants were doing the new behavior automatically without even thinking about it
Event Planner Emergency Kit
As event planners, we have to be ready anything. If there is an emergency like a medical injury that requires a first aid kit, or perhaps a missing button and split seam, we need to be prepared. The hard part is knowing what supplies are needed and for each type of event. We have two event kits, one for corporate events and one specifically for weddings.
WEDDING KIT
Let’s start with our Wedding Emergency Kit. Imagine Target, in a box. We have to be prepared for everything, but we don’t want carry around a huge bag of supplies
Over the years we have narrowed down the main items we are likely to need in a pinch:
First Aid Kit: Band aids, ice pack, Neosporin, rubber gloves, gauze, tape, butterfly closures, hand wipes, gauze pads, burn cream and tweezers. I also have a supply of Benadryl, Advil, Airborne Blast of Vitamin C and hand sanitizer gel.
Sun and Bugs: Sunscreen, Bug Spray and Benadryl anti-itch spray for bug bites.
Snacks: Luna Bars and Kind Bars both gluten free just in case.
Supplies: Scissors, floral wire, double sided fabric tape, sewing kit, safety pins and regular pearl head pins (great for fixing the dress or pinning boutonnieres), scotch tape, super glue and 3M hooks.
Toiletries and Beauty: Spray deodorant girl and guy, hair spray, cotton pads, Qtips, tissues, oil absorbing sheets (very helpful right before pictures), tweezers, nail clippers, lint remover roller, static guard spray, bobbie pins, nail file, stain remover pen, feminine products, lotion and nail polish remover pads.
Extra items: Sharpie, pens, chalkboard marker, ivory ribbon, iPhone and Android chargers and breath mints.
The anti-itch after bite spray is absolutely number 1. Weddings are often in the summer, so mosquitoes can be a big problem. The Benadryl anti-itch is great to combine with the spray.
The second most-used items are the oil absorbing sheets. With the muggy summer heat, these sheets work perfectly to get rid of the oil around the nose and forehead. Perfect for before our couples being taking all their lovely outdoor photos!
Event Planning Glossary: Event Terms To Know
Have you ever walked into a meeting, confident you know your pitch to your client or peers, but then become unraveled when you’re asked if you know your RFP from your PEO? Or maybe your Aspect Ratio to your CMP?
Sound familiar? The situation perhaps, but the acronyms… who knows? Whether you’re a meeting planner veteran who could do with an update on modern phrases, or starting your event industry career and want to look good at your new gig – fear not.
You too can learn the event industry lingo that everyone else seems to be using, by following this simple guide. There is a whole ton of vocabulary, jargon, and acronyms that industry professionals throw around that might seem like another language, but by becoming familiar with these keywords, you can walk back into that meeting with a renewed air of confidence and smash that pitch out of the park.
B2C
The opposite of B2B, this acronym means ‘Business to Consumer/Customer’ events, often relating to more consumer and public-facing events.
Breakdown / Load Out / Strike
These terms all mean to take down equipment and clear away items that have been set up for an event, after the event is complete.
Tips to Avoid Bad event planning
Event planning is only as good as the outcome. This is why event planners analyze all possible scenarios – good or bad, and then prepare for them with contingency plans in place. All it takes is one mistake for everything to go down the drain, after all.
With your reputation as a planner at risk of being jeopardized with the smallest of mistakes, it is important to know more about the most common mistakes in event planning and the best, most effective solutions to avoid them.
Allocate the right resources with the right skills
One of the biggest mistakes in event planning is improper event staffing. Imagine what can happen when the wrong people are managing the event or those with the wrong skills. Obviously, you don’t want to assign a caterer as a venue coordinator, but it is so easy to overlook a bit of inadequacy just to get everything moving. Don’t. You’re setting yourself up for disaster.
Keep track of all the changes to the event
Regardless of how small the changes are, make sure to monitor them thoroughly. Failure to do so can mean changes in the timeline or the budget, which can have a domino effect. A change in flowers, for example, can mean major alterations to the theme or color of the tablecloth.
Carry out an event risk assessment
It’s imperative for a good event planner to do their best to foresee any things that can possibly go wrong. Nothing is ever perfect, but you can make that happen by preparing for any eventuality. The surprise should be kept on the clients and guests and not on you.
critical items in event planners’ on-site kits
Event planners and venue managers are supremely prepared people, so it didn’t surprise us that many of the hundreds of event planners we spoke with have a handy on-site kit that they bring with them every time they are on location at an event. The average number of items in an on-site kit was 15-20 items. I guess the only thing we didn’t ask was “What do you carry all these items in?” … although whatever it is, I’m sure it’s very stylish 😉 Here is the list in its entirety, broken down into categories … if we are missing an item that you think is vital to pack for your on-site days, just provide it in the comments below.
Tools, Etc.
Allen wrenches
Box cutter
Duct tape
Extra hooks
Gaff tape
Glue gun
Hammer
Leatherman / Swiss Army Knife
Measuring tape
Pliers
Screwdriver
Wire
Office Supplies
Double sided tape
Extra nametag stock
FedEx envelopes
FedEx labels
Hole puncher
Paperclips
Post-Its
Safety pins
Scissors
Sharpie
Stapler
String
Medical Stuff
Aspirin
First aid kit
Personal Hygiene / Cleanliness
Baby wipes
Bug spray
Clear nail polish
Cough drops
Mints
Stain stick
Electronic Stuff
Batteries
Extension cords
Flash drive / USB sticks
Laser pointers
Mini flashlight
Mobile charger
Power strip
Printer cartridges
Food
Bottled water
Snacks
Tea
When you use Planning Pod venue management / event management software to manage all your event details, it always travels with you because our software is compatible with all tablets and mobile devices. Try Planning Pod for free and discover why thousands of event professionals don’t go anywhere without it.