Eight Things Commonly Forgotten by Event Planners Blog | Eight Things Commonly Forgotten by Event Planners
Event Planning 07/19/21

Eight Things Commonly Forgotten by Event Planners

If you’re an event planner, you’re most likely an exceptionally organized individual. After all, clients rely on you to remember everything that’s important for their event. However, keeping all those details in order for your clients, can inevitably leave you a bit frazzled at times and prone to forget things that all event planners should keep in mind.

Eight Things Commonly Forgotten by Event Planners

1. Printed Backups

In the modern age of smartphones, tablets, and cloud-based storage, it’s easy to overly rely on digital tools and technology. Although these tools can do amazing things to make the life of an event planner easier, they can also cause catastrophic losses if they malfunction.

Be sure to not only keep backup copies of digital information but also have multiple printed copies on hand during the day of the event. This includes schedules, session and speaker assignments, key phone numbers, and contact information for all stakeholders, vendors and suppliers involved in the event.

2. WiFi and Bandwidth Stability

Most event planners will check with venues about availability of WiFi; however, it’s easy to forget to consider bandwidth and stability issues if your event is attracting a significant number of attendees. Be sure to not only speak with your venue about these issues and what the maximum capabilities are, but also test connectivity before the day of your event during another similar conference size.

3. Liability Insurance

Depending on the type and size of your event, your client, and the venue, you’ll want to investigate what type of liability coverage is needed or provided.

In some cases, venues may carry liability insurance that covers events that they host. However, it’s important for you to find out exactly what is covered and for how much. You may want to purchase supplemental insurance for your operations.

Some clients may also require that you purchase supplemental insurance for accidents or other incidents that could happen at the event. In addition, you may want to explore professional liability insurance which covers errors or other negligent actions on your part as an event planner that could prompt legal action. NOW Insurance makes it easy by providing you with a fast online quote.

4. Lost and Found

Be sure to establish a single location or contact for lost and found items. This is frequently more important these days because it’s easy to lose critical things like a phone, charger, or mobile device, which can be important to participating in the event.

Although you can establish a central physical location for items, you can also create an online lost and found community board as well. Attendees can quickly post items they have lost or found and coordinate their returns quickly. This may be especially helpful if your event is spread out over several buildings or a large area.

5. Keep a Car Nearby

Depending on how large and spread out your event is, attendees as well as vendors may need to park some distance away. As an event planner, it’s a good idea to see if you can find a special place closer to where you will be located most of the time in case an emergency comes up during the event. You’ll save a lot of time if you suddenly need to run out and make a last-minute purchase or pick-up of some critical item.

6. License for Alcohol

If you plan to be serving or selling alcohol at your event and are not working with a venue that already carries an alcohol license, be sure to obtain one well before the event. Every county and state has different rules, requirements and time frames, but it’s a good idea to do this early in your planning process.

7. Hire a Photographer

If your event doesn’t warrant a full-fledged professional photographer, you may want to have a volunteer capture some pictures. These can provide multiple uses from promoting a follow-up event, illustrating the success of the current event, keeping those who could not attend engaged through live updates online or through social media, or simply as a keepsake of remembrance for those participating.

8. Be Thankful

It may seem old-fashioned and passe, but expressing gratitude to your speakers, sponsors, attendees, and volunteers will be much appreciated after a large event.

In addition to simply a pat on the back for a job well done, it can also serve to remind and promote the purpose of the event as well as keep you, as an event planner, on their radar for future business opportunities.

Fast, Easy, Affordable Insurance for Event Planners

NOW Insurance has experienced professionals, skilled in understanding the unique insurance needs of event planners. As a result, we are able to create customized commercial insurance packages that will meet your needs and mitigate risk.

We offer professional liability insurance that will protect you against a lawsuit filed by an unhappy client claiming you have been negligent in planning an event as well as coverage for bodily injury and property damage related to the rendering of professional services. Get a free quote today.

 

Blog

Tips for protecting yourself and your business.

Healthcare

Malpractice Insurance FAQs: What Is a “Retro Date”?

Pharmacy

Why You Should #ThankAPharmacist This Month

Mental Health

Why School Counselors Should Consider Malpractice Insurance

Insurance Basics

Am I Legally Required to Get Small Business Insurance?

Occupational Therapy

Liability Risks for Occupational Therapists

Insurance Basics

What Are the Exclusions on a General Liability Insurance Policy?

Nurses

Nurse Liability Insurance: 7 Reasons to Get a Policy Even If Your Workplace Is Covered

Lab Technician

Four Common Mistakes Lab Techs Make

Pharmacy

Upskilling and Reskilling in Pharmacy

Insurance Basics

How Can I Reduce My Professional Liability Insurance Cost?

Healthcare

Is Administrative Staff Covered by Medical Malpractice Insurance?

Mental Health

What Can Happen if a Clinical Counselor Doesn’t Carry Malpractice Insurance?

Mental Health

Mental Health Technicians Are More Important Than Ever in 2021

Mental Health

Why Every Counselor Should Have Malpractice Insurance (Even If You’re Just Starting Out)

Consultants

Five Reasons Why Marketing Consultants Need Insurance

Speech Therapist

Speech Therapist Insurance: What Do You Need to Cover?

Insurance Basics

General Liability and Workers’ Comp: What’s the difference?

Event Planning

What You Need to Know About Planning Your Comeback Event

Event Planning

Top Tech Tools for Hosting a Hybrid Event

Mental Health

Are You at Risk? Four Potential Liabilities When You’re an Uninsured Drug Counselor

Consultants

Consulting in the Tech Field? This is the Insurance Coverage You Need

Event Planning

How to Use Virtual Reality for Your Hybrid Event

News

Bold Penguin and NOW Insurance Partner to Make Professional Liability Insurance Easier to Quote and Bind

News

Matt Higgins Joins NOW Insurance as Executive VP of Engineering

Event Planning

Planning a Conference? You Need Event Insurance

Consultants

Five Steps to Buying Consultant Business Insurance

Nurses

Nursing Board Discipline: Know the Process

Event Planning

Eight Things Commonly Forgotten by Event Planners

Event Planning

Hybrid Events Are the New Norm – What Should Event Planners Know?

General

How Much Is Professional Liability Insurance? 6 Factors That Affect Price

Mental Health

Providing Peace of Mind: Insurance for Mental Health Workers

Mental Health

7 Reasons Rehabilitation Counselors Should Get Malpractice Insurance

Pharmacy

Pharmacy Technician: What’s Next?

Consultants

Common Mistakes When Starting a Consulting Business

Mental Health

8 Reasons a Family Counselor Should Be Insured

Mental Health

Professional Liability Insurance for Mental Health Technicians: What Does It Cover?

News

NOW Insurance Partners with Hiscox on Medical Malpractice Insurance

Healthcare

What to Know About Multi-State Healthcare Licensure

Healthcare

6 Risks of Being a Substance Abuse Counselor Without Malpractice Insurance

Healthcare

What Are the Best Upskilling Opportunities in Healthcare?

Healthcare

How Virtual Care Expands Access to Specialists

General

Thinking of Becoming a Therapist? 5 Things to Know

Healthcare

Do School Counselors Need Their Own Insurance Policy?

Healthcare

5 Rewards of Being a Mental Health Technician

Home Health

What are Key Compliance Issues in Home Healthcare?

Home Health

The Home Hospital: What Is It and How Will It Affect Future Care?

Healthcare

What Challenges Should School Counselors Expect as Schools Reopen?

Pharmacy

Sharing the Workload: Questions You Can Ask Your Pharmacist Instead of Your Doctor

Healthcare

5 Situations Where Testing Labs May Be Legally at Risk

Healthcare

Do Marriage Counselors Need Professional Liability Insurance?

Healthcare

8 Malpractice Insurance Terms Every Medical Professional Should Know

Healthcare

Social Worker Insurance: Do I Need My Own Coverage?

Mental Health

Pandemic Pressures Drive Increased Need for Mental Health Technicians

Nurses

Celebrate National Student Nurse Day on May 8

Nurses

National Nurses Week: Celebrate May 6-12

Healthcare

Why Nursing Students Need their Own Professional Liability Policy

Home Health

How to Find Affordable Professional Liability Insurance for Home Health Providers

Healthcare

5 Benefits to a Career as a Pharmacy Technician

Healthcare

How Digital Pharmacies Will Change the Industry

Healthcare

How to Become A Pharmacy Technician

Healthcare

Supporting Providers in the Age of Telehealth

Healthcare

12 Keys to Finding the Best Physical Therapist Insurance

Healthcare

When Are Lab Technicians Liable? Five Reasons to Carry Professional Liability Insurance

Healthcare

What Is and Isn’t Covered by Malpractice Insurance?

Healthcare

Why COVID Testing Labs Should Carry General Liability Insurance

Healthcare

Do Occupational Therapists Need Malpractice Insurance?

Healthcare

Can Lab Technicians Be Sued for Malpractice?

Cyber

5 Reasons Cyber Security Insurance Is Becoming More Important Than Ever

Healthcare

What Sort of Insurance Will Cover Physical Therapists?

Cyber

Helping Hesitant Patients Embrace Telehealth

Cyber

Why COVID Testing Labs Should Have Cyber Security Insurance in Case of a Data Breach

Nurses

GI Nurses and Associates Week: Highlight A GI Nurse Hero March 21-27

Nurses

What Malpractice Risks Do GI Nurses Face?

Nurses

What Kind of Nurse Should You Be? Check Out the Growing Field of Gastroenterology

Healthcare

6 Risks Lab Technicians Face Without Professional Liability Insurance

Healthcare

Do Contact Tracers Need to Protect Themselves with Professional Liability Insurance?

Cyber

Telehealth Rules Relaxed During Pandemic

Cyber

Telehealth is More Than Just Video Appointments

Healthcare

Pharmacists: Which Specialty Is Right for You?

Healthcare

Sued for Malpractice: A Guide for Nurses and NPs

Healthcare

A Guide to Medical Director Insurance and the Costs

Healthcare

2021 Trends to Look for in Occupational Therapy

Healthcare

Become a COVID-19 Contact Tracer

Healthcare

How Much Does Physician Assistant Malpractice Insurance Cost?

Healthcare

Lab Technicians: Is a Travel Job Right for You?

Home Health

Why Your Agency Needs Home Healthcare Insurance

Lab Technician

Covering Covid-19: Is Your Medical Laboratory at Risk?

Healthcare

A Complete Guide to Insurance for Physical Therapists

Healthcare

The Costs of Medical Staffing Agency Insurance

Home Health

Why Start a Non-medical Home Care Business

Healthcare

IV Nurse Day: Celebrate Jan 25

Healthcare

How to Become an IV Nurse

Healthcare

Charting by Exception: Errors by Omission or The Efficient New Norm?

Healthcare

Are You a Culturally Competent Nurse?

Healthcare

Risks of Abbreviations in Nurse Charting

Home Health

A Guide to Starting a Home Healthcare Business

Nurses

Nurses and The Good Samaritan Law

Cyber

Cyber Liability and HIPAA Compliance

Cyber

Why Hackers Love Healthcare Data

Cyber

Ransomware Rampant in Among Small Businesses

Cyber

What is the cost of a data breach?

General

NOW Insurance closes $2.5 million seed round, enhances AI-enabled platform

Cyber

Cost of a HIPAA Violation

Cyber

How to Create a Small Business Cyber Security Plan

Cyber

Small Business and Cloud Storage: Is Your Data Secure?

Cyber

Social Engineering: 7 Common Red Flags

Event Planning

Getting Liability Insurance for Events

Event Planning

Starting an Event Planning Business: A to Z

Event Planning

How Much Does Event Planning Insurance Cost?

Event Planning

Insurance for Event Planners: What You Need to Know

Event Planning

What’s Included in Event Planning Insurance Coverage?

Insurance Basics

What Can a Tax Preparer Be Held Liable For?

Insurance Basics

Tax Preparer Insurance 101

Medical Staffing

4 Nurse Staffing Issues to Avoid

General

What You Need to Know to Be a Tax Preparer

Insurance Basics

Insurance for Bookkeepers: A Complete Guide

Medical Staffing

How to Start a Nurse Staffing Agency

Insurance Basics

What is Liability Insurance for Bookkeepers?

General

How to Build Customer Relations in Your Business

Medical Staffing

A Guide to Medical Staffing Insurance

General

Developing an Effective Risk Management Plan

Insurance Basics

All You Need to Know About Therapist Insurance

Mental Health

What is Malpractice Insurance for Counselors?

Mental Health

Benefits of Therapist Liability Insurance

Insurance Basics

What’s the Average Counselor Malpractice Insurance Cost?

Insurance Basics

Risk and Hazards of Being a Massage Therapist

Insurance Basics

Do Nutritionists Need Insurance?

Insurance Basics

What’s Included In Massage Insurance Coverage?

Insurance Basics

Everything You Need to Know About Malpractice Insurance Coverage For Nutritionists

Insurance Basics

Do Massage Centers Need Insurance?

Insurance Basics

How Much Does Nutritionist Insurance Cost?

Insurance Basics

Insurance Plans For Nutritionists: Everything You Need to Know

Insurance Basics

Massage Therapy Insurance: A Beginner’s Guide

General

Coronavirus Outbreak: 3 Tips to Keep Your Healthcare Business Safe

General

Company Working From Home? Stay Safe of Cyber Attacks

Insurance Basics

Business Interruption Insurance and Coronavirus

General

4 Best Practices for Medical Workers During the COVID-19 Outbreak

Insurance Basics

Inside the Hacker’s Mind – Social Engineering

Insurance Basics

Do Consultants Need Insurance?

Insurance Basics

Fitness Center & Gym Insurance: A Beginner’s Guide

General

Should Your Company Work From Home During the Coronavirus Outbreak

Insurance Basics

Why Your Business Needs Wellness and Fitness Insurance: A Comprehensive Guide

Insurance Basics

What Is the Cost of Gym Insurance?

Insurance Basics

What Insurance Do Consultants Need?

Consultants

How Much Is Insurance For a Consultant?

Consultants

Benefits of Consulting Insurance Coverage

Healthcare

Pay as You Go Insurance for Healthcare Professionals

General

You Have Your Physician Assistant’s License: Now What?

Healthcare

Why Are You Still Buying Occurrence Malpractice Coverage?

Healthcare

What Does Malpractice Insurance Cost?

General

Physician Assistant Malpractice Coverage: A Practical Guide

Nurses

Do Student Nurses Need Malpractice Insurance?

Nurses

Ouch, You Hurt Me! Do Nurse Practitioners Need Their Own Malpractice Policy?

Nurses

What Type of Insurance Do Nurses Need?

Insurance Basics

Understanding Insurance Terms: Back to Basics

General

What Does Professional Liability Insurance Cover?

General

Types of Insurance Available for Small Business Owners

General

Potential Small Business Risks

General

General Liability Insurance: How to Keep your Business Protected

General

Choosing a Business Insurance Provider: Everything You Need to Know

General

Business Insurance Plans – Do I Need One?

General

Benefits of Professional Liability Insurance

General

What Is the Average Cost of Errors and Omissions Insurance?

General

What Is Cyber Liability Insurance?

General

What Does Errors and Omissions Insurance Cover?

Cyber

Cyber Insurance 101: Why You Need It

Cyber

What Does a Cyber Liability Policy Cover?

General

Errors and Omissions Coverage: What Is It & How Does it Work?

Cyber

What Is the Average Cost of Cyber Liability Insurance?

General

Who Needs Errors and Omissions Coverage?