Dear Eve: I have an event planning problem

Meet Eve. Event planner by day, Superhero by night. 

Her mission? To help event planners create out-of-this-world experiences. Eve’s saved over 25,000 events and rescued more than 10 million attendees. 

Are you haunted by a nasty problem or facing an event villain? Ask Eve. She’ll wield her superpowers to bust underperforming vendors, negotiate better deals, solve last-minute jams, and thrill attendees.

Got event advice to give? Eve’s on the lookout for trusty sidekicks. Get in touch to receive your cape.  

Psst… what’s Eve’s ultimate superpower? Scroll down to find out!

Dear Eve…

How can I handle a last-minute registration surge?

DEAR EVE: I’m hosting a conference of 500 people later this week. Yesterday, one of our sponsors asked to invite an additional delegation of 20 people. I can’t refuse, but it’s too late to update our catering order. Advice? – Bruce Rogers, Philadelphia

DEAR PANICKED: You have a couple of options. I’d advise against heading to the store to make sandwiches unless you’re desperate – you’ll already have a million tasks to do, and spreading yourself too thin will result in mistakes. Just pick up healthy snacks and enough caffeine. If there’s a coffee shop or restaurant next door, ask them to provide lunch vouchers for the delegates. You could also get a food delivery service app to drop lunch at the venue.

How can I save my outdoor event from the elements?

DEAR EVE: I’m in the process of planning an outdoor event and I’m worried about the possibility of bad weather. Postponing isn’t an option. How can I develop a contingency plan to ensure the success of my event? – Mary Phillips, Boston

DEAR PANICKED: Here are a few actionable tips to help you develop a bad weather contingency plan for your outdoor event:

1. Choose a venue with an indoor backup space. If you’re planning an outdoor event, try to find a venue that has an indoor space you can use in case of bad weather. This will make it easier to move your event indoors if necessary.
2. Rent tent(s) and/or heating lamps. If you can’t move your event indoors, consider renting tents and/or heating lamps to provide some protection from the elements. Make sure to check the forecast and plan accordingly.
3. Have a contingency budget. Set aside a portion of your budget specifically for dealing with bad weather. This can help cover the costs of renting tents, heating lamps, or other weather-related expenses.
4. Communicate with your vendors. Let your vendors know about your bad weather contingency plan, and make sure they’re prepared to adapt if necessary. This includes your caterer, entertainment, and any other service providers.
5. Keep an eye on the forecast and make decisions as early as possible. This will give you more time to make any necessary arrangements and inform your attendees.

Eve’s superpower 

Budget-friendly event scheduling software! Event management tools simplify planning meetings, conferences, festivals, and other events for users, speakers, and planners alike.