Sometimes our lasting mark on an event is the flexibility and adaptability it takes to roll with every change, right up until guests arrive! Every event is its own animal, and they all move differently too. Some are booked early, designed and decided on quickly, and put into motion with a plan that hasn't changed since the first email was sent. Other events? They evolve as the days pass.
One recent luncheon involved several changes in a short amount of time. Our first site visit with the client came with just a month remaining before the day of the event. And as decisions moved up the chain of command, adjustments kept coming. The main tent needed to be closer to the building, which meant splitting into two smaller tents and using a marquee to create a clear path back into the building. This took some problem solving, and great support for our tent and rental vendors.
We used classic New England décor to capture the essence of the region for a guest list that included people from across the country. Part of that New England essence, however, is the unpredictable weather! By the time guests arrived we had added marquee tents in several locations to shelter guests from the remainder of a hurricane that had blown up the East Coast!
Rain fell just as guests arrived, but the tents were in place, and we did our best to keep everyone's shoes dry, as wet floors inside are often the biggest concern when rain is in the forecast. Just when we thought we had every angle covered, every drop of rain accounted for … the building's gutter broke right where one tent met the other. We were stranded in the deluge! Water splashed and flowed into the tent, and we had to act quickly. Once again, our vendors jumped to help and did their best to sweep the puddles out of the tent and adjust the hardware on the fly!
While guests were inside attending a meeting, our team flipped the room inside the tent, dried everything out, and were ready for cocktails just as guests, and the sun, returned. Having strong relationships with our vendors proved hugely valuable on this day. As everyone was eager to help each other to get through a tough and challenging day, and walk away with another successful event in our collective back pocket. This event was just another reminder that we must be prepared for anything to happen, and every event offers a lesson to take with you to future jobs.
Today's lesson? You might want to bring a tarp!