Party Panic Averted! How to Put Emergency Plans in Place for Your Next Event

Whether you're hosting a garden barbecue, a milestone birthday bash or a festive gathering, parties don’t always go to plan — and that’s perfectly normal. 

But a bit of advance preparation can save the day if things do take a turn. From weather woes to unexpected dropouts, here’s how to create solid emergency plans so your party keeps going without a hitch.

1. Have a Back-Up Venue or Shelter

If you're planning an outdoor event, especially in the UK where the weather is famously unpredictable, make sure you have a wet-weather plan. This might be:

A gazebo or marquee in the garden

A space indoors you can clear and dress up

A last-minute booking option at a local hall or pub

Even a few parasols or umbrellas can be a game-changer during a sudden downpour.

2. Food & Drink Contingencies

You don’t need to cater for double the guests “just in case,” but you do need a plan for food emergencies:

Have some frozen party food on standby

Keep a list of local takeaways that can deliver quickly

Pre-agree with a local deli or supermarket for emergency platters

And always double check that dietary needs are covered in case your original caterer cancels or fails to deliver.

3. Guest Dropouts and Unexpected Plus-Ones

People will cancel. Others may bring unexpected guests. To manage the numbers:

Overestimate your food and drink a little

Have a few extra chairs and plates on standby

Keep games and activities flexible so that they work with any group size

4. Power Cuts and Tech Fails

If your event depends on music, lighting or digital presentations:

Fully charge Bluetooth speakers and phones the day before

Have a power bank or two handy

Make a party playlist downloadable and accessible offline

Consider a few unplugged backup games — charades, trivia, or cards never go out of style

5. Health & Safety Essentials

Someone cutting themselves on a broken glass or a child getting too close to the BBQ can put a dampener on any gathering. Prepare by:

Having a first aid kit clearly accessible

Ensuring someone present knows basic first aid

Keeping children and pets away from cooking areas

Making sure torches, spare batteries and a phone are nearby

6. Clear Communication

Let guests know what to expect. If you're moving the party indoors due to weather or changing venues last-minute:

Use a group chat or WhatsApp broadcast list

Have your phone fully charged and ready for calls and texts

Print or post a sign at the original venue with the new location details

7. Emergency Entertainment Kit

Sometimes the music flops, the garden games sink in mud, or the magician doesn’t show. That’s where your emergency entertainment comes in:

A stash of board games or card games

A quiz you can host yourself

Printed activity sheets or crafts for kids

A couple of go-to party games that don’t require equipment (like “Would You Rather” or “Two Truths and a Lie”)

Final Thoughts

You don’t have to expect the worst — but being ready for hiccups makes you a hosting hero. Your guests won’t remember the minor drama; they’ll remember how seamlessly everything still came together. With a good emergency plan, your parties will be less stressful and more successful — whatever life (or the weather) throws at you.