As I am running around preparing for an upcoming conference, typically things on my mind would include my packing list, answering last-minute requests, and reminding myself to drink lots of water. Now that we are encountering “thee” power outage of 2019, the first thing on my mind is what are we going to do if the power shuts off before our conference; or worse during one of our biggest sessions?!
For the last two years, I have been all about risk planning and developing an Emergency Action Plan (EAP) for each of my events. Sometimes this project can be time consuming, especially if the venue does not have their own emergency procedures, but it’s times like these that remind me why we need to create an EAP in the first place. I have been preparing for active shooter situations, earthquakes, and fires…not power outages.
Alas, these great power outages of 2019 will not stop me from producing the best conference possible, given the circumstances. I am confident in my team and know there are many great people who can help out during any potential power outage. Our venues have back-up plans, so we will be able to proceed in the best possible way.
Here are some tips to assist you with power outages whether you are in the event planning stages or it happens during the event.
Emergency Action Plan
Creating an emergency action plan is simple. First check with the venue to see if they have emergency action plans they can share with you. There is a more likely chance that they will not have a plan written out for power outages. That’s okay- ask them if their venue has a back-up power plan (i.e. generator) and ask how long that back-up plan will last.
If they do not have a Plan B for power, then you will need to designate what Plan B is. If your event has lots of windows with natural lighting and occurs during the day, then you may be able to continue holding your session, assuming your speakers can use their cheerleading voices. If the room has no natural light, or occurs at nighttime, it is best to designate a meeting spot for attendees, should they not have their own place to go. Work with your venue on this designation spot. If the building needs to be evacuated, know your evacuation route & spot and make sure your team knows that as well.
An important item to include in your emergency procedures is attendee and staff communication procedures. How are you going to communicate with everyone during a power outage? Let’s say the power is not expected to come back until the next day or later. If you can implement an SMS messaging system in advance, this would be ideal. Many people will not have access to the internet, also meaning they could not access their e-mail. You have a better chance at reaching them using cellular service.
If the power outage happens during your sessions, it is best to have a designated person (one who has a loud voice) to inform attendees to walk to the meeting spot you designate in your EAP. This is where your designated person can address all attendees and let them know the next steps and timeline. Be sure to include the next time you plan to communicate with your attendees and follow-through, even if you have not status update.
During your pre-conference meeting (aka “pre-con”), make sure to review these emergency procedures and that nothing has changed. Communicate these procedures with your team.
Toolkit
An essential item for every event planner is to make sure they come with their own toolkit. Typically, their toolkits include office supplies, lint remover, mole skin, batteries, etc. To accommodate power outages, it is best to bring a high-intensity flashlight, and a handheld lantern with lots of batteries!
Food
This is one category that affects the most for all people during a power outage. For a large group of people, the chef will not be able to cook hot foods. So, cold foods it is and it will be really up to the chef to come through, should your event continue during a power outage. You can put together salads, a variety of cold appetizers, and a deli buffet (or boxed lunches). I’m sure your attendees will understand this change.
Again, it is important to ask your venue and banquet team the question about a back-up plan during a power outage. Should they have one, then you should not have to worry too much about the food.
Keep them Entertained!
During any type of environmental change, people can go crazy because they can’t connect to their e-mail or that they are distracted by what’s going on and cannot focus on the event itself. Always make sure you address your attendees and communicate the next steps. Also make sure, it is in line with the venue’s communications because you do not want to be expressing two different actions, should an attendee hear from the venue side then become confused on what to do.
Keep them calm and if you can, come up with a creative solution to keep your guests entertained! Perhaps you can continue your event in your designated attendee meeting spot instead. If not, you could strike up a few team building activities with the help of your staff. An icebreaker would be a great game to initiate because it allows for more networking which is a common goal for every attendee! Remember that you’re not in this alone and that two heads are better than one. If you are feeling overwhelmed, connect with your team member who you can openly collaborate ideas on keeping the guests entertained.
Now remember this- you cannot prepare for every single situation that could happen. Every power outage is going to be a bit different. It is your responsibility to react in the most positive and safe way possible. Don’t be afraid to ask your team for help…that’s why you have a team! And best wishes to you all during this and your next power outage!
Cheers,
Nicole