Making a List and Checking it Twice

Even if the Farmer’s Almanac isn’t foolproof, I recommend considering it before planning a big event. Just as any careful bride prepares for her big day, a public relations professional ought to consider probable elements, such as weather patterns, when it comes to event planning. In fact, a snow storm in July shouldn’t faze the best of the best—because they always expect the unexpected.

History shows us that at any given time the temperature is most likely warmer in the South and colder in the northern part of the United States, but sunny skies are about as predictable as guessing who will be our next American Idol. For example, the people who booked Miami to host the Super Bowl probably chose to hold it there rather than Alaska for obvious reasons, and I can assure you they hoped for clear skies. With just a few days until kickoff, and a potential for rain in the forecast*, I’m certain that the Super Bowl committee has already planned for every circumstance.

As I thought about the Colts, the Saints and the possibility of rain showers, I made a mental list of things I should consider when planning an event. In preparing this list, I was reminded that we shouldn’t always expect the best possible scenario for our client events and family picnics. And, a contingency plan should be readily available for last minute mishaps.

Common “emergencies” include more than just weather problems, and can range from overcrowded rooms to too little food on the buffet line. So, before you invite your guests, make sure you’ve repeatedly run through a checklist that includes everything from hiring an appropriate number of security guards to keeping the typos off your branded party favors. And don’t forget to double check details on the invites before they are printed!

Do yourself a few favors. Don’t try to do everything on your own. If possible, form a team, create a plan, develop a backup plan and talk through any potential problems. If statistics scare you—watch out! The most common mistake in event planning is trying to throw together a fabulous event in too little time. And lastly, learn from your mistakes. One can hope that this year we won’t see another wardrobe malfunction on Super Bowl Sunday!

*As I prepared to post this, I noticed the forecast for this weekend in Miami has already changed. What a great reminder on how quickly we must adapt! For the sake of the game, I hope the chance of rain remains low.

-Jennie Whitaker