Can we share a secret with you?
Not everything goes as planned, even for the professionals! Go figure!

Whilst we thrive off of event forecasting and our entire business is premised on planning, the best planners always prepare for the unexpected – like last week’s visit from Hurricane Paulette (for which we are thankful not to have sustained any damage, and hope that you and your family were just as fortunate) and today’s visit from Hurricane Teddy – please be safe everyone!

With the onset of a busy hurricane season in Bermuda, COVID-19, and unexpected life events, an event planner is essential for your peace of mind. We are masters of diverting the course of your event so it can be successful. Unfortunately, we have not been as successful in diverting bad weather! However, we prepare and plan for the unexpected.

While we are familiar with hurricane visits, admittedly, I don’t think any of us saw a global pandemic on the radar for 2020. Or that the lasting effects a deadly virus would pose on our daily lives and livelihood. And, yet we’re here to say, that these uncertainties have enabled us to become even better event planners.

Next time you land yourself the lucky title of event host consider our three-tiered contingency as part of your plan! Trust you’ll thank us later.

Plan A: Event Date Change

The reality is life happens. You have to unexpectedly travel for work, a family member takes ill or funnily, you’re now expected to attend another event instead! Yikes. I’m sure we’ve all found ourselves in similar circumstances.

From the outset, it is a good idea to secure an alternate date in your personal calendar and with all of your vendors. We would recommend an event date that is four to six weeks post the original date, to allow maximum availability of your invitees.

Plan B: Event Venue Change

The venue is overbooked. The venue is shut down to external political or governmental affairs. The venue is out of business. The venue is not feasible for inclement weather. Whilst these circumstances have the possibility of sounding farfetched – they are modern day realities.

When planning your event at home or with EETTAFEL – consider having not one but two venues in mind for your special event. This is particularly important if your primary location is outdoors!

In the event the primary location unfortunately falls through, there is no room to panic and you’ll switch gears to the next location with a glass of wine in hand.

Plan C: Event Canceled

In the events industry, this is one word we HATE to hear! Yup! Who wants to hear a beautiful event will not go forward? No one. However, the realities are sometimes, it is no longer feasible to host an event for a myriad of reasons.

If you find yourself in this situation – pause.

Take a deep breath and note the most important tool in your possession is the ability to communicate effectively. You will want to articulate to your invitees, vendors and planning team that things have changed and why they should be excited for what’s to come.

Most times when we cancel, we are unable to see the light on the horizon. However, know there is always another opportunity for a fabulous event, even if it’s a year away.

Communicate to guests in the kindest way by offering apologies for any inconveniences caused and if the rationale behind the cancellation isn’t too personal, feel free to share from the heart. Your guest will most likely be understanding. As long as you don’t leave this until the last minute 😊