The One Thing Event Planners Always Forget (Until It’s Too Late)

Most event planners assume their suppliers will show up. Deliver. Do their job.

But what if they don’t? That’s exactly what happened to a client of mine—just days before their event, a major supplier pulled out. No warning. No backup. Just a looming deadline and rising panic.

?? They called me in. Fast. I had hours to fix it. I pulled every string, called every connection, and made it happen. Yes, I saved the day. The event went ahead seamlessly. The client was relieved. But let’s be real—if they hadn’t reached out, it would have been a disaster.

The truth is, this happens more often than you’d think. So, what can you do to make sure it doesn’t happen to you? Here are three key strategies:

1. Always Have a Backup Supplier

It sounds obvious, but so many event planners rely on a single supplier without a contingency plan. The problem? Even the best suppliers can cancel at the last minute. Whether it's due to staffing issues, stock shortages, or financial troubles, things can (and do) go wrong.

What to do:

• Build relationships with multiple suppliers in each key category.
• Have a written agreement with a backup supplier, even if it’s just a tentative hold.
• Maintain an emergency contact list so you can act fast if needed.

2. Lock In Supplier Contracts (With a Plan B Clause)

Contracts aren’t just paperwork—they’re protection. A strong supplier contract should outline expectations, penalties for cancellations, and what happens if they fail to deliver.

What to do:

• Ensure contracts include a cancellation clause that requires advance notice.
• Negotiate terms that allow you to recover costs or pivot quickly.
• Have a rapid-response plan for supplier failures (who do you call first?)

3. Identify Your Blind Spots Before They Become Disasters

When you’re deep in the details, it’s easy to miss risks—until they hit you like a freight train. That’s why an expert review of your event plan can be the difference between success and scrambling.

What to do:

? Get an outside perspective on your risk areas.

? Work with an experienced consultant (hi, that’s me!) to stress-test your plan.

? Ensure you have contingencies for every major supplier.

Not sure where your weak spots are? Let’s find them before they find you. Book a consultation, and let’s make sure your event is bulletproof.

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