Unexpected Snafus That Could Affect Your Next Event


Suppose you’re planning your wedding, hosting a corporate event, or coordinating a fundraiser. You might have already considered potential obstacles like weather and transportation glitches. However, the unexpected is always just that—unexpected—so here are a few more strategies to ensure you’re extra prepared.

Watch out for indirect perils

You can’t control the operations of your vendors and venues. If the caterer goes out of business just days before your event or a fire destroys the hall where you were planning on holding your reception, you might be scrambling to make other arrangements and could even lose money if you paid deposits to these vendors and venues.

One way to protect yourself is always making payments via credit card because the credit card company can lobby on your behalf. If you wire funds or pay with cash, it can become much more difficult to recover funds you’ve paid for services you’ll never receive. However, if you’ve paid with your credit card, the company can often help you fight, even if the vendor or venue permanently closes or initially refuses to reimburse you.

Be ready to improvise

It pays to have a backup plan. If your vendor or venue falls through or an unforeseen natural disaster bears down on your event, you’ll be glad you had an alternative on standby. But you can’t plan for every possible hiccup, and you have to be prepared that no matter how well you’ve planned, something could still go wrong.

If something doesn’t go your way, the first step is not to panic. With some creative thinking, many situations are salvageable. Remaining calm and taking a step back for a moment can help you assess any problems or challenges. You’ll be able to keep a clear perspective of your available options and find the best solution more easily.

Know who to call

One of the best ways to feel prepared for incidents that there’s no way to prepare for—half a dozen years ago, who would have anticipated a worldwide pandemic?—is to know the community beyond your event’s venue.

For example, the general manager at a hotel will probably have more precise information about road construction to help you navigate the area. Your taxi driver might have great recommendations for the best restaurants, shops, and other local hotspots. It’s also good to research the resources available at the destination. If you need to call emergency services in extreme weather or need on-demand transportation, you’ll be glad you programmed those numbers into your phone ahead of time.

Ensure that you’re insured

Events, particularly weddings and fundraising events, can be more expensive than a car, so ensuring that the big day is covered is vital. An event insurance policy is very affordable, with optional endorsements that can be added to tailor coverage to your specific circumstances.

Having event insurance can give you peace of mind. You’ll be protected from liability if you or a guest causes damage to the venue or a guest is injured at your event, including optional protections for host liquor liability coverage. Your investment will also be protected, and you’ll be able to recoup your refunds in the event of cancellations due to vendor bankruptcy, extreme weather, military deployments, and accidents or illnesses that affect the host or immediate family members.

At Westwood, we believe special events should be about celebration and happy memories. You shouldn’t have to worry about things that might go wrong or your financial responsibility in the event of an accident or unexpected snafu. Even if your chosen venue doesn’t require event insurance, it’s a great option to help protect you from liability and risk so that you can focus on the fun and joy of your day. Reach out to your Westwood agent to learn more.

Please Note: This article is for general informational and educational purposes only. It does not represent any specific insurance policy and does not modify any provisions, limitations, or exclusions of any current policy.