If a party goes well, guests hardly notice the logistics. A successful event means attendees leave remembering the great food, dancing, tasteful décor, and engaging program. Little do they know there's meticulous behind-the-scenes coordination happening right under their noses. And as the party planner, you play a lead role in both the preparation and execution.
Anyone in the hospitality industry knows that eventually, something will go wrong at an event. That's why true professionals have backups in place before the big day, including business insurance for party planners. The first course of action is to come up with a solution on the fly. But if that's not possible, having this important coverage at least protects you from expensive liability lawsuits and property loss.
Wondering what exactly can go wrong at a party? Here are just six potential "party poopers" to keep in mind.
A Late or No-Show Participant
It's difficult to throw a party without the guest of honor, keynote speaker, or host—but not impossible. A good party planner has a backup in mind in case this worst-case scenario strikes. After all, flights get canceled. People get ill, double-book events, and have conflicts with others. With so many variables, it's wise to have a substitute at hand.
Party planners can save themselves a lot of strife by including a cancellation clause in contracts with performers and speakers. For example, you may require 24-hours advanced notice for a drop-out. That way, you'll have some time to figure out an acceptable alternative.
Just like attendees and performers, vendors—like caterers, florists, photographers, and more—can and will pull out of parties. Strict contract terms will also come in handy here to hold vendors accountable, or at least absolve you of liability. Developing relationships with multiple vendors allows you to have a full contact list of people to call if someone cancels.
Lower-than-expected attendance is not ideal, but it doesn't have to be the kiss of death for your event. Before the big day, party planners should:
- Ensure detailed, personalized invitations went out in a timely manner
- Make sure their event is not the same day as a nearby competing event
- Create a social media event so attendees can find important details
- Anticipate that some people who RSVP'd "Yes" will not show up
To put it plainly, nobody wants to wait while someone fumbles with faulty technology at the front of the room. Make sure that microphones, laptops, cameras, and projectors work ahead of time. Then train yourself and other participants on how to use them. This little extra effort alone can help your event flow smoothly.
Long Wait Times
People generally hate waiting. Stepping through the doors of what should be a legendary party only to find a long line is frustrating. As a party planner, it's your job to make sure processes like registration, coat check, name-tagging, and seating happens efficiently. If you notice a bottleneck leading to wait times for guests, identify the source of the issue and eliminate it.
Who can forget this lyrical example from Alanis Morissette's Ironic: "It's like rain on your wedding day"? Party planners may not be able to control the weather, but they can control their response to it.
No matter what kind of snafu you experience, business insurance for party planners will help alleviate the financial fallout. Protect your company today with help from CoverHound!