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Categories: Risk Management
Today I volunteered to help with an awesome event.
The "It's All About Science Festival" was the first of it's kind in my city.
Since I love science and support the promotion of the public understanding of science, I volunteered to help out with the event.
I was just a grunt, volunteering my time and back to help get exibitors set up and carrying heavy equipment and tables for the displays.
Still, it's difficult to take my project management hat off.
In the process I was reminded of an important fact today.
Contingency Planning Is A Must
The venue was set.
Plans had been made.
Exhibitors had assigned tents to set up under, the food vendors were in a good spot, and when the public came to the event everything was set up for ease of access and flow of the crowd.
Had everything gone to plan, I probably wouldn't be writing this post.
But it didn't.
It rained.
We haven't had rain in a long time, we're in a drought. But it rained.
They Had A Contingency Plan
Sort of.
There was ample space inside to accommodate the majority of the exhibitions.
And that was good.
But that's where the contigency planning stopped *I think*.
This resulted in several key problems and lessons learned for the future.
I am not trying to blame the organizers, the event still went very well and they worked very hard.
But this is also an opportunity to reflect on lessons learned so the next event is even better.
Exhibitors Were Confused
There were no assigned spaces for inside the building. So exhibitors were confused and didn't know where to set up.
The resulting layout was not optimal in several ways.
First, exhibitors weren't clear on what the main entrance would be. There were several entry points possible.
Because they had moved from outside to the inside, we all hauled everything through a side door.
Many assumed this would also be the entry point for the public.
It wasn't.
Because of this miscommunication and lack of contingency planning, many exhibitors were set up in exactly the wrong direction.
When the public walked in, they saw the exhibition tables from the rear.
The user experience was 1) walk in 2) be confused about where to go
Food Vendors Were Isolated
Had this project gone to plan, the food vendors would have been set up in an optimal spot for the crowd.
Because we were now inside and food vendors had trucks they were selling from, they couldn't set up where the people were.
And now they were set up way on the other side of the building from the front entrance too, and where some of the larger exhibitors were still set up outside.
I pointed out that if we could get the food vendors to drive around to the front and set up, it would be a better situation for them and the hungry masses.
Alas, because this eventuality was not anticipated, other less mobile and huge exhibitions were blocking entry to the best contingency location for the food vendors.
So in the end this resulted in a hungry crowd. Many of them probably left prematurely to go get something to eat elsewhere because they never even saw the food vendors. And many were likely dissatisfied by the lack of available food and beverages.
And of course this had a major impact on the vendors' sales - making them dissatisfied and less likely to come back next year.
In The Moment
Although it could have been handled better with some planning, there were some bright spots.
Two of the exhibitors who hadn't moved inside were still set up outside.
Over on the side of the building away from the front entrance and flow of the crowd.
I saw them and also noticed two empty spots available right next to the front entrance where the foot traffic would be high.
One hadn't moved because he had a rather large solar panel display that had to stay on the parking lot, and I think the other was just too nice and didn't want to be a bother.
I tried to find the event coordinator to verify that it would be acceptable for them to move since the spaces were (apparently) open.
I was unable to find her, so I just made an executive decision.
I asked both of them if I could help them relocate to the two open spaces. They accepted, and we got everything hauled over to the new locations.
As a result, they had a massive amount of foot traffic and interest they wouldn't have otherwise gotten.
And we even got better southern exposure for the solar panels!
Lesson Learned: Risk Management Rocks!
I think many people don't do much contingency planning because they fear it's a waste of time.
After all if it hadn't rained that contingency plan would have been a waste, right?
Wrong.
That's like saying car insurance is a waste if you never get into an accident.
Being prepared for the most likely and most impactful risks is never a waste.
It's just good project management.
Posted on: July 28, 2012 09:26 PM |
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