Tuesday, May 29, 2012

Planning For The Unexpected

Throwing a family reunion event can be very the catalyst to creating sweet memories that will last for many generations to come. Suffice it to say, celebrating life, family bonds and the principles that maintain them is the ultimate gift all attendees will receive. That said, no matter what happens or does not happen good times will be had.

Time And Unforeseen Occurrence
An ancient book once said, "Enjoy the fruitage of your labor." Still as with any event there will be those unexpected and unforeseen situations that bear the mark of disrupting the most well planned reunion event. That same ancient book reads, "Time and unforeseen occurrence befalls us all." That said, the question is; how do you navigate through the unexpected and unforeseen?

Brace For Impact - Soften The Bow
I am reminded of a certain family member who after donning a particularly nice dress, tripped,  broke a heel and landed on her bottom. She laughed, got up and was thankful for having a soft cushioned backside that broke the impact of the fall. She is the one and only person I know who can brace for impact and control her fall always landing on her bottom. The lesson? When planning your event anticipate the unexpected, brace for impact and prepare in such a way that you cushion the blow.

Often the unexpected comes in the form of an unexpected expense or an unforeseen need. The situation may  require the cushion of extra funds while the unforeseen need may require additional time, manpower or other resources. Having on hand additional volunteers, extra place settings, chairs, tables and t-shirts will quickly resolve many problems.

A Little More Is Better Than Not Enough
Consider having plenty of food and drink instead of just enough. Just enough can easily translate into not enough when unexpected guests arrive or there is a spill. Have an extra room available for an unexpected arrival and above all schedule as much advanced preparation time as possible. Do you have a family member with a medical background? Make sure they are visible and ready to respond to any health related emergency that may come up.  If you're traveling to an out-of-town event remember  pack an emergency kit.

It is best to have everything associated with the banquet reception completed 2 hours or more before the event so there will be plenty of time to respond to the unexpected. While you cannot foresee every possible scenario, the principle of being well prepared for the unexpected can help cushion the blow when the unforeseen occurs allowing the reunion event to proceed as planned.