Start with who decides, and when
A backup plan can fit on one page: the situation, alternative, decision time, responsible person and how everyone is told. Agree which changes your lead contact can approve, which need your decision, and how any extra spending will be authorised.
Rain or severe weather: agree the alternative
Check the indoor capacity, how décor and sound equipment move, and the route guests will take. Set a decision time and name the person who tells suppliers and guests. Check postponement, cancellation, travel and extra charges in each contract; suppliers may have different terms. Prioritise safety and the venue’s instructions.
Running late: protect what matters
Mark moments as essential, flexible or optional. Don’t compress legal formalities or assume the venue can extend its hours; check with the relevant team. Your lead contact should update the MC, venue and camera team together so everyone follows the same decision.
If a film will not play
Test picture and sound on the venue’s actual setup. With permission, bring local files and backup storage labelled with a version date. Prepare a short spoken introduction or another item that can begin. Agree who decides how long to troubleshoot, so the room is not left waiting indefinitely.
A one-minute rehearsal
Ask: “If transport is 20 minutes late, who finds out first? Who can change the running order? How does everyone hear?” If an answer is unclear, add the name and contact. Keep private family circumstances and personal details with those who need them.
One small place to begin
Choose the three disruptions that would most affect your day. Give each an alternative, a decision time and a named lead.
These are practical planning suggestions. Adapt them to your circumstances and confirm each supplier’s scope and terms directly.
