There’s an old saying about problems: “It’s not if it happens, it’s when it happens.” In the world of events, that means that part of your planning needs to be solid solution for potential problems. A simple “what if this happens” sheet tucked away somewhere will hopefully never need, but when if and when it is needed it will save you tons of stress and make changing your plans a less painless ordeal.
As a professional entertainer specializing in shows for private clubs and corporate events, I’ve seen and experienced my fair share of things going wrong. I always carry parts of my show in my carry-on luggage if my bags do not arrive and come prepared with a “what to buy” list to make sure that the show still goes on (and when that did happen it was easy to still do the show because I was prepared)! So, to help you prepare for the problems of your future, I encourage you to make your list, check it twice, and take a deep breath because it will all turn out nice!
Medical Emergency
This is first on the list because it will happen over and over. Almost every club has a large population of older members and therefore medical emergencies are a fact of life. Most of the time it’s someone passing out or falling down – but no matter the situation, it must be taken seriously. Your team must have a plan in place for medical emergencies (one person calls 911, one person gets the defibrillator, one person stays with victim, etc) and your plan is not my specialty so we’re going to talk about how to keep the event moving forward when something like this happens. If it’s before or after the event try to move the person, if possible, to a private area. If they are in a public place (hallway, ballroom, restaurant, etc) then make sure the other guests are not just staring and commenting. The comfort of your member in need is not just medical, it’s emotional. Protect them from the crowd! For those times when the emergency happens in the middle of the event – whether it be a show, dance, or other fabulous occasion, make sure the party continues. It’s ok to pause while the person is taken to another place, but the show must go on. Your entertainer should acknowledge there is a problem, pause while it’s taken care of, and then move on.
Weather / Acts of God
The big event is tomorrow but tonight there’s a major snowstorm! The party is tonight and there’s a hurricane! what do you do?
If you’re a residential community (South Florida, Arizona), you can try to do the event since travel is rarely an issue, but you have to consider the safety of your staff! If your members have to drive more than a mile sometimes the best thing you can do is cancel. Yes, you’ll be out non-refundable expenses, and your entertainment will most likely already be on site, but your motto should always be “safety first.” Having a cancelation plan in place before your events saves you stress – both with your members and any vendors you use. I have arrived at shows only to be told that due to weather or more recently a COVID outbreak, it’s cancelled. It’s a rare occurrence but it does happen and we all have to go with the flow. Your contract with the vendor should have an Act of God Clause outlining all fees due but my advice is to ask the performer to come back another time and work out a new rate. Most ethical performers will understand that these things happen and make it work for you, usually for the cost of travel and a 1/2 the fee. And, if they’re already there, let them entertain whatever members do show up and your staff!
And with regards to getting the word out regarding cancellations, emails work well but your club should look into a bulk texting system as well as a list of numbers for members who are not digital.
The Power goes out
Uh-Oh, the power’s out! Don’t worry and definitely do not cancel. When the power goes out there are so many amazing things you can do – as long as you have a plan in place. For food, make sure you have access to gas stoves, or at least outdoor facilities (BBQ). For the tables, use battery powered lamps. Your entertainment should be able to still perform and if the room is too dark, move them to a place where it will work. Your members and audience will LOVE that you still provided an event despite the tough situation and because it’s so unique they’ll remember it forever!
Major event (school game, etc)
You’ve had the date on the calendar for 6 months and suddenly people start to cancel a few days before. From the championship game to a last-minute party by a popular member, these things happen and sadly there is very little you can do about it. If it’s two weeks before the event you can postpone but it will cost you a bit more with regards to the performer’s travel costs, but my advice is to still do the event. Smaller crowds sometimes mean a financial loss but the members that do come deserve the event they signed up for. And use this experience to prepare for the future. Always look at the local school calendar (for both the big games and school breaks) and if a member decides to throw a last-minute party taking away your guests, call them… invite them and their guests to the show, and let them know how much you appreciate them understanding.
Entertainer Can’t Make It
This is the worst of the situations but it happens. From COVID to travel delays, sometimes your performer can’t make it, and it sucks but it’s the reality of the world we live in. If you’re working with a reputable entertainer they should and will offer to send in a replacement so the show can go on. It’s up to you if you want this option. It allows the event to go on, but you won’t be able to get a refund. The second option is to postpone the event. In this case, the performer should be responsible for all expenses related to rebooking since technically it’s their fault the show is being moved. The third option is to cancel and possibly re-book in the future. And this is the toughest advice to give – but all three are great options. Your members will understand if the event is moved due to the performer not making it, especially if it’s due to illness… and will move on if it’s cancelled. They may be ok with a replacement performer, assuming the replacement does a fantastic job. You may not be able to prepare for this situation, but knowing the options and trusting that it’s not the end of the world if you cancel because the performer didn’t make it adds a little peace to your mind!
ABOUT MICHAEL
Michael Gutenplan is the nation’s leading entertainer at private clubs and corporate events. He is a professional mentalist and magician – rated as the top mentalist in America, the #1 entertainer for private clubs and a in-demand mentalist for corporate events. His schedule is available at www.MENTALIST.show
Pingback: Redefining Failure - Articles on event planning and booking Entertainment