One of the biggest stories of last week was a massive winter storm that left drivers stranded on highways in Oklahoma and made travel to Dallas/Fort Worth locations nearly impossible. Usually, getting around town wouldn’t be a big deal, but it just so happened that the Superbowl and a myriad of events were in town. Last week was a once in a lifetime experience that brought with it a once in a lifetime winter storm.
We get snow and ice in this area, but it usually only sticks around for a day, with the sun coming out and temps rebounding quickly. Four days of below freezing and not a peek of sunshine weather is not what we expect. The city froze – along with the roads and various events. Charity events were cancelled, celebrity appearances were cancelled, and when Saturday brought a sunny day, unexpected crowds left a lot of people waiting in line – myself included. Now, we can never anticipate something like the ice and snow that fell across our area last week, but we can try to plan for the unforeseen circumstances. Here are some things we can learn from living in the middle of the unexpected winter blast.
Plan for more attendees than you need. On Saturday, more people showed up than there was space for, and the fire marshal had to close the doors. Get with your conference call provider and find out how many people you can have, what you need to make a reservation, and plan over what you expect so that if you do have additional people coming in, they won’t get turned away.
Advertise One Start Time. The event I tried to attend was advertised on the bands site as beginning at 2:30. Those of us that showed up at 1:30 were an hour early for that event, but were still turned away due to the first event being full. If you’re going to have multiple presenters or speakers, send out one start time for the event as a whole, and then send out a detailed agenda about the events going on throughout the day.
Communicate earliest start times. Even though your event starts at 10AM, can participants log in before that time? Are they able to call in five or fifteen minutes early? If so, communicate that message so that those who are anxious to join the conference are guaranteed a spot.
In the end, I listened to the concert on TV later that night and realized that even though some things are seen as “once in a lifetime” events – like the biggest football game of the year or a monumental winter storm, we can’t see the future to know everything that might be coming. We can only plan for the unexpected and give everyone a lot of information upfront so that there are no surprises.
What are you doing to plan for the unexpected that might come across on your conference calls or events? What is your contingency plan in the event of a last minute change?