Contingency Planning
Preparing alternative plans for potential problems including weather, technical failures, and attendance variations.
Definition
Contingency planning anticipates what might go wrong and prepares responses. It covers weather backup locations, technical redundancy, speaker no-shows, and attendance overages.
Strong contingencies include trigger points defining when to activate alternatives. They balance preparation investment against probability and impact of various scenarios.
Why It Matters
Events cannot pause for problem-solving. Pre-planned contingencies enable immediate, confident responses to disruptions.
For clients, seeing comprehensive contingency plans demonstrates professionalism and reduces anxiety.
Examples in Practice
An outdoor wedding contingency specifies that if rain probability exceeds 60% at 24 hours prior, tent setup begins immediately. A conference keeps backup speakers briefed and ready.
Technical contingencies might include redundant internet connections and backup projection systems.