Can’t Let Your Guard Down

Just because your event is online doesn’t mean you can forget the fundamentals of event planning. Even more so, I think, you need to be prepared with a formal contingency plan. Online events are not without technical difficulties; dropped internet, power outages, or a pesky cable-unplugging gremlin. Being ready in advance with a contingency plan will help you make wise decisions when things do go awry.

Why a contingency plan for an online event? Now’s the time to think about what could go wrong and how you would approach a solution while you’re not in the middle of a crisis. This way, when you do need to make a split-second decision, you’re prepared. Everyone knows that pressure situations do not always bring out the best of our decision-making abilities.

What should you include in a contingency plan? You can email me for more details, but these are just a few things to consider:

1. Decision-Making Org Chart: Who are the decision-makers and in what order? Does everyone need to be involved or can it be made by a select few? Does the top executive need to be involved or can the event planner make the call?
2. Decision-Making Factors: What information is required to make an informed decision? Do you need the input of the online platform provider or broadcast producer? Do you need input from a remote location or is the entire event pre-recorded?
3. Decision-Making Procedures: How and when will a decision need to be made? Can you fix what is needed in the next 5-10 minutes or will the resolution take longer? Is the disruption mission-critical? Who needs to be notified first? What is the communication plan?
4. Decision-Making Outcomes: What happens now? Do you need to reschedule to a later date or send a replay link? Can you get away with a “quick-fix” and get back to programming now? What is the best next step for the attendee’s experience?

Being prepared for a variety of situations and knowing how decisions will be made is good event planning 101. If you have a contingency plan, chances are, you won’t need it. If you don’t have one, you most certainly will.

Do you have a contingency plan for your online event? I’d love to hear some of
the things you included. Send me an email and let me know.

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Schedule a consultation with me at tracybaer.com.