Tuesday, Sep 26, 2023

11 Last-Minute Event Changes And Disasters (And How To Avoid Them!

Planning an entire party or event can be daunting, tiring, and stressful. However, what’s more stressful than planning it is having any last-minute event changes – and not knowing what to do about them.

If you find yourself in the same situation, then read on as we list down the top event changes and disasters, as well as how to avoid them.

Venue decides to cancel because of an emergency

This is most likely one of the top event changes and disasters on this list. If this happens, don’t give up. Before you panic, ask for further details regarding the emergency. If the vendor will be out of town on the day of the event, maybe you can ask them if someone can act as an onsite manager on their behalf.

An onsite manager is not an available option

Stemming from the previous point, if an onsite manager is not an option, be sure to ask if there is any other potential workaround. Keep in mind that compromise is key.

Venue cancels without any explanation

In these scenarios, it is best to always ask for an explanation. However, if after talking to the venue manager, no workaround can be done, be sure that you ask for your deposit back.

Losing your top venue

When choosing venues or catering companies for an event, always have a plan B, C, D, E, F, and so on to ensure that the event won’t fall apart altogether.

Your ideal venue is no longer available

If nothing can be done about it, it is best to seek another venue within the same neighborhood. This way, none of your guests won’t be making any drastic changes to their trip.

Last-minute date changes

If for some reason, there is a need to move the date of the event, be sure to update your venue so that they may inform their respective catering companies. This is crucial to ensure that none will go to waste.

Too many people show up

The key here is to always actively monitor the guests coming in and out. If you fear that there is a possibility of overcrowding, be sure to limit your tickets.

Speaker cancels at the last minute

If your speaker cancels at the last minute, be sure that you communicate this to your guests. Then, you can either ask someone else to step into their shoes, ask for a pre-recording of the talk, or refund the money to the attendees.

Most of the time, the most common last-minute event disasters deal with the unavailability of the venue or the catering company. Here are other tips and tricks to deal with said disasters:

Always check your contract

Upon agreement, you would need to sign your name on a contract. Should there be any event changes, be sure to consult your contract.

Seek legal advice

If in any case, you have paid an amount to the vendor, yet they refuse to refund that money despite the cancellation, it is best to seek legal advice.

Reschedule your event

The worst thing that could happen is if there are no venues available on that date. You’ve tried plans A to Z, you’ve asked around the neighborhood regarding other venues or catering companies, and yet no one is available. The best course of action now is to reschedule your event.

Saint Germain Catering is one of the most trusted catering companies by locals and businesses today. Want excellent food and service at your next event? Contact us today!