The One Thing Event Planners Always Forget
As an event planner, it’s easy to assume your suppliers will show up, deliver, and do their job. But what happens when they don’t?
This was the reality for a client of mine just days before their event—a major supplier pulled out without any warning. No backup. Only a looming deadline and rising panic.
They called me in fast, and I had hours to fix it. I pulled every string, called every connection, and got the job done. The event went ahead seamlessly, and the client was relieved.
But here’s the thing, if they hadn’t reached out in time, it would’ve been a disaster.
The truth is, this happens more often than you’d think. So how do you avoid finding yourself in the same position? Here are three key strategies:
1. Always Have a Backup Supplier
It sounds obvious, but so many event planners rely on just one supplier without any contingency plan. What happens if they fail to deliver? It’s a risk many overlook.
What to do:
Build relationships with multiple suppliers in each key category.
Have a written agreement with a backup supplier, even if it’s just a tentative hold.
Maintain an emergency contact list so you can act fast if needed.
Pro Tip: Having multiple suppliers on standby is crucial for mitigating risks. A fallback plan can save you when your primary supplier hits a snag.
2. Lock In Supplier Contracts (With a Plan B Clause)
Contracts are more than just paperwork—they’re your safety net. A strong supplier contract should outline expectations, penalties for cancellations, and contingencies for failures.
What to do:
Ensure contracts include a cancellation clause that requires advance notice.
Negotiate terms that allow you to recover costs or pivot quickly.
Have a rapid-response plan for supplier failures (know exactly who to call first).
Pro Tip: Don’t rely on verbal agreements alone. Always secure written commitments that safeguard your event’s success.
3. Identify Your Blind Spots Before They Become Disasters
When you’re deep into the details, it’s easy to miss risks until they hit you like a freight train. That's why an expert review of your event plan can be the difference between smooth sailing and scrambling at the last minute.
What to do:
✓ Get an outside perspective on your risk areas.
✓ Work with an experienced consultant (hi, that’s me!) to stress-test your plan.
✓ Ensure you have contingencies for every major supplier.
Pro Tip: An expert review is an investment in peace of mind. Identifying risks early can prevent future headaches.
Don’t wait until it’s too late to think about backup plans.
If you’re proactive and ensure every detail of your event is covered, you won’t have to scramble when something goes wrong. Stay ahead of the game by building strong relationships with suppliers, securing solid contracts, and stress-testing your event plan.
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Meet Your Mentor
Hey! I’m Rachella — founder of Event Kit and an Event Consultant with 25+ years of experience running world-class festivals and public events. I created Event Kit because I knew there had to be a smarter, less overwhelming way to plan pro-level events.
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