We’ve all heard the common adage associated with Murphy’s Law, which states: “Anything that can go wrong, will go wrong.” This has never been truer than in the event planning business. In fact, with over 3000 events each year, Steve and I have become so adept at dealing with Murphy that when he shows up at an event unexpectedly (as he most certainly will) we recognize him, welcome him, give him a name tag, and show him around.
To deal with Murphy and the endless possible ways he may show up at any given event, Steve and I created an internal system similar to the mobilization books we used in the military, called In-Process Reviews (IPRs). So in the weeks leading up to an event, our boots on the ground can review every possible detail, meet with the client, scope out the venue; basically run through a checklist of every scenario, both likely and unlikely, in an effort to be prepared when Murphy shows up.
Back in the early 1990s when my wife, Kimberly, worked as a 911 dispatcher, technology was still in its infancy. On her desk was a state-of-the art office filing aid known as a Rolodex, which contained note cards bound on a rotating wheel, with quick instructions to common emergencies listed alphabetically. When a distressed person would call to report a person choking on food, or a mother going into labor, or an intruder breaking into a house in the middle of the night, Kimberly could flip through the Rolodex, find the corresponding card, and offer advice on what to do. Because Murphy is going to show up in any number of forms, when preparing to do anything, there has to be a list of solutions in place before a problem ever happens.
That means that part of our preparation during the In-Process Review for any given event is to brainstorm all the possible scenarios that could go wrong. What if power is lost to the site? Is there a back-up generator? Who is in charge if the primary contact at the hotel has a medical emergency? What happens if one of the registration computers goes down? What if we run out of coffee during the break?
If the client requires a general session with three break outs sessions in various conference rooms, that means every room needs to have a projector. So how many projectors do Steve and I bring? Five. We know better than to bring just four, because we need to have a back-up projector in case Murphy shows up and breaks one at the exact moment when the client is sharing critical data with the audience.
Even the best event planner in the entire world can never—will never—be able to predict a fluke thing that goes wrong. But you’re not necessarily planning for what could go right. You’re planning for what could go wrong.
That means being prepared for literally anything with In-Process Reviews.