The day is closer than ever, the morning of even, then out of nowhere, event emergencies pop up! And those last-minute emergencies are the ones that make you want to scream. Whether it’s the cake not showing up on time or KPLC deciding to do some maintenance, these things can change your vibe.
But, with a few smart moves, you can handle these last-minute emergencies like a pro. This article is here to give you all the information on how to keep your cool and save the day when things go south.
Image by Angel from Pixabay
This is for the Kenyan who just wants to throw a decent, stress-free event without breaking the bank. If you’re doing most of the work yourself these tips are practical, easy to follow, and straight to the point.
So, if you’re ready to tackle those event emergencies head-on and keep your event planning game strong, let’s dive in.
How to Handle Last-Minute Event Emergencies
Whether it’s a power outage or a vendor ghosting you, these tips will help you handle the chaos like a boss. Let’s dive in!
Unexpected Lights Out
Photo by Dwi Agus Prasetiyo on Unsplash
Ah, KPLC! Just when you think you’ve got everything under control, they hit you with a “maintenance day” and boom—no lights. This kind of event emergency can mess up your vibe, especially if your event is in the evening.
No lights means no music, no charging phones, and perishable food going bad. But don’t panic. First, find entertainment that doesn’t need electricity. Think board games, storytelling, or even a sing-along.
Additionally, buy ice cubes in bulk to keep your food and drinks cold. Naivas offers ice cubes at an affordable price. You can also use candles or battery-powered fairy lights to create a cozy, intimate atmosphere.
Late/No-Show Vendors
So, you’ve been waiting for hours, and your cake vendor is mteja. Or worse, the photographer texts, “Niko kwa traffic,” when the event is halfway done. These last-minute emergencies can make you feel like tearing your hair out, but there’s always a plan B.
For cake, hit up your local Naivas or Quickmart. They often have ready-made cakes that can save the day. Additionally, grab some chapati and samosas from a nearby kibandaski or Quickmart—it’s affordable and always a crowd-pleaser.
If you’re feeling creative, whip up a one-pot meal like vegetable rice or mukimo. It’s quick, filling, and won’t break the bank.
As for photos, don’t rely on one person. Ask your guests to take pictures and share them in a WhatsApp group. You’ll end up with tons of candid shots, and who knows, someone might even capture that perfect moment.
Unexpected Guests
Image by Kavinda F from Pixabay
You planned for 50 guests, but suddenly, your cousin shows up with their entire squad. Now you’re staring at your food, wondering if it’s enough to feed an army. This event emergency is every host’s nightmare, but it’s not the end of the world.
First, don’t panic. Cook what’s easiest on your menu. A one-pot meal like pilau or githeri can stretch further and feed more people.
Additionally, make a simple salad like kachumbari—it’s cheap, quick, and adds volume to your spread. If you’re really in a pinch, order extra chapati from a nearby kibandaski or head down to Naivas.
Weather and Natural Disasters
Ah, Nairobi weather! One minute it’s sunny, the next it’s pouring like the heavens are angry. This kind of event emergency can ruin your outdoor plans, especially if you’re hosting at home or in an open space.
And then, let’s not forget how rain can turn into floods or even mudslides. It’s unfortunate, and you should always confirm the weather before the event. But if it does happen, have a backup plan. Move the event to a friend’s place with more space.
You could also ask any of your guests if they can volunteer their place; let them know you will clean up and handle everything yourself.
If that’s not a plan, then head to a local garden or event hall. Many places are willing to negotiate prices, especially if it’s a last-minute booking. Alternatively, you can rent tents if you’re determined to stay outdoors. Just make sure they’re sturdy enough to handle the rain.
Moreover, keep your guests informed. A quick WhatsApp message to let them know that the venue changed will save everyone the hassle. Remember, flexibility is key when dealing with Nairobi weather.
Equipment Failure
Image by Stefan Schweihofer from Pixabay
Picture this: your playlist is ready, but the sound system decides to go on strike. Or worse, a car breaks down while transporting your guests. These event emergencies can feel like a punch in the gut, but there’s always a way to bounce back.
If the sound system fails, ask a tech-savvy guest to help. Most times, it’s just a loose connection or a settings issue. If all else fails, borrow a portable Bluetooth speaker from a neighbor or friend. It might not be as loud, but it’ll keep the music going.
For car trouble, arrange for carpooling with friends or family. Apps like Uber can also come in handy for last-minute transport. If they are not that far away, then you can find a boda guy to pick them up.
Additionally, if you’re transporting heavy equipment, ask a friend with a bigger car to help out.
Public Disturbances
Kenya’s public transport system can be unpredictable. One day, matatus are running smoothly; the next, there’s a strike, a dignitary passing through a major route, or maandamano blocking all the major roads. These last-minute emergencies can make it hard for your guests to show up on time—or at all.
But don’t let this ruin your day. First, keep your guests updated. A simple text can save them a lot of stress. Additionally, encourage carpooling with friends or family to reduce the number of vehicles on the road.
If some guests are stuck in the chaos, don’t sweat it. Let them know it’s okay to miss part of the event. You can also use Google Maps to find alternative routes and share them with your guests. Remember, the goal is to keep the vibe positive, even when event emergencies try to throw you off track.
Wrap It Up: Emergencies Have Nothing on You!
Photo by micheile henderson on Unsplash
And there you have it, folks! Handling event emergencies doesn’t have to be you scrambling and panicking. With these quick tips, you’re ready to tackle any last-minute chaos that comes your way.
Whether it’s KPLC, vendors ghosting you, or bad weather deciding to show off, you’ve got the tools to keep your event on track. When dealing with event emergencies, remember to stay calm, think fast, and always have a Plan B (or even a Plan C).
