When Something Goes Wrong on the Day

Something will go wrong

Not if. When. The planners who look calm aren't the ones nothing bad happens to — they're the ones whose guests never noticed.

Have a plan for the top ten

Sit down before the event and write out the ten most likely things that could go sideways. For each one, decide what you'd do. A few starters:

Vendor no-show. — Backup contacts for every critical vendor. Ask alternates about first-right-of-refusal terms.

Weather disruption. — For outdoor events, have a real rain plan — tents, indoor overflow, or a full venue switch.

Tech failure. — Backup laptops, projectors, and cables. Slide deck on a USB drive and in the cloud.

Medical emergency. — Know the nearest hospital, keep a first-aid kit, name an emergency contact on the team.

Power outage. — Rent a generator for anything you can't afford to lose.

The three-minute rule

When something breaks, you have about three minutes to assess, decide, and act. Don't freeze. Get the facts, pick the best option available, move.

What to say (and to whom)

Tell your team first, through your dedicated channel.

Don't broadcast the problem to guests unless it affects them directly.

If it does affect them, be honest, apologize once, and pivot to the fix.

Debrief when it's over

Write down what happened, what you did, and what you'd do differently. Add it to your playbook. That's how your ninth event goes smoother than your first.

The kit

Duct tape, zip ties, safety pins, stain remover, phone chargers, cash, pain relievers, sewing kit, spare batteries, portable charger. It costs almost nothing and saves you at least once every event.

Great planners aren't perfect. They're calm under pressure.