Hurricane season is here, and tornados are popping up with ever-increasing regularity, which makes it prudent for event planners to update their disaster preparedness policies.
Below are tips my company, inVNT, encourages our clients to consider in preparation for unforeseen weather.
- If your event is being held at a chain property, you can work with your national sales contact to book you into another property in a different part of the country. If you have a national account with the airlines, they also will work with you to re-book and re-route all the flights. For instance, inVNT did a show in New Orleans that was being held at the Ritz-Carlton. The company worked with the airlines to create a comprehensive backup plan in the event of a hurricane.
- Coordinate backup power. If your event is being held in a hurricane- or tornado-prone location, it’s worth the expense to include a backup generator. This way, if the power goes down at your venue, you still have power to run the show.
- Make certain there is a safety plan in place. Relevant details should be communicated to all onsite staff and vendor partners. Work with the venue at which the event is being held to ensure that your safety plan is aligned with their plan. As part of this, you should have radio communications with all core team members, independent of the venue. A calling tree is also important so that there is clear instruction on how to most effectively communicate with one another.
- You should also, when possible, plan for flexible entertainment, presentations, and decor that can be moved if necessary. On that same note, make sure the venues you are selecting for outdoor events have ample backup space indoors.
- Be prepared to relocate quickly. In Hawaii, inVNT did a program where there was a threat of a tsunami. The hotel was evacuated, and all guests were taken to the highest point on the island until the warning was lifted. The company worked with the venue and local authorities to make the evacuation and return as effortless and seamless as possible for all guests.
- Be mindful of weather reports. This past winter, inVNT coordinated an event at the Guggenheim Museum in New York City when a winter weather advisory went into effect. Even though the company had secured parking permits for 19 trucks, the permits were void because of the storm. As a result, planners were forced to adapt. They passed out flyers to area residents, explained the situation, offered to pay for garage parking, then rented Bobcats and vans to clear the snow before the event, and so on. Because there was a contingency plan in place, they managed to park 18 of the 19 trucks on the street the day of the event.
Scott Cullather is founder and managing partner at inVNT, a live events agency that enhances and supports brand messaging for companies and trade associations.