Prepping for the Unexpected: Do’s and Don’ts for Weathering a Disaster

We're no stranger to natural disasters. After all, we're based in California, where we've seen wildfires consume whole neighborhoods and earthquakes that shake us to our core. For every disaster we've experienced, we've also endured the long road to recovery. In some cases, there is no true recovery; we can fix roads, buildings, and parks, but we can't take back the emotional scars left in the wake of a disaster.

Other cities, like New York, Houston, and New Orleans, have also lived through emergencies that feel like a living nightmare. However, the COVID-19 pandemic is a crisis that has people across the world feeling the ripple effect. Businesses large and small are suffering the economic impact of shutting down for the time being, while the people who typically run those businesses are facing all sorts of fears, from unemployment to loss of a loved one to contracting the illness themselves.

 It's a devastating situation; there's no getting around that. But, it's important to remember that you cannot change the details or the outcome of any given catastrophe; you can only change how you respond to it.

In such a situation, every day brings something new. It can be hard to plan ahead and be proactive when there is so much uncertainty about what lies ahead. Still, this is not a time to sit back and let others figure it out; as a business owner, you need to take the reins and steer your company, your clients, and your market in the right direction. 

If you’re wondering how you can plan for the other side of this pandemic, here are a few steps to get started.

DO: Know your insurance coverage.

Before anything, check in with your insurance company to ensure that your business has disaster coverage. Go ahead and cover losses for yourself, your clients, and vendors you've already hired. If you find yourself having to return deposits due to canceled events, your insurance will take over to keep your business solvent.

DO: Connect with your network.

More heads are better than one, so it’s good to be intentional when connecting with your industry peers to navigate this storm together. Jump on a Zoom call and discuss strategies and ideas for your market’s “comeback” when the worst has passed. Having a contingency plan is a great step towards recovery, but be prepared to tweak and adjust that plan as time goes on.

DO: Maintain open lines of communication.

Just like the massive mudslides and apocalyptic floods we've seen in California, the COVID-19 pandemic is a state of emergency. Plain and simple. Unfortunately, crises tend to bring out the fear and panic in people (it's why toilet paper flies off the shelf!). Your clients, in particular, will naturally start to worry about their events, so you need to prepare to show up and answer any and all questions presented. Communication lines must stay open.

DON’T: Pressure your clients to make a decision.

If you consider how little experience you have planning events through a crisis, imagine how your clients are feeling. The weddings they're planning are likely the first and only endeavor they've taken in the event planning world, so they're not sure what to do when a disaster throws a wrench in their plans. Hear them out and ask questions to clarify how they're feeling, but don't force them into a decision one way or another.

If a client decides to press on, go on, and figure out how to do it as best as possible. If they choose to postpone, work with them to find a new date, and pick up where you left off. If they end up canceling, respect their decision, and wish them the best. There is no "right" answer, so let them make up their mind one way or another.

DON’T: Expect to go back to “normal.”

Once an emergency passes, there will be a period where people attempt to "get back to normal." Unfortunately, that's not possible in many cases. You've likely heard experts refer to the post-COVID world as "the new normal." I'm inclined to think they're correct — things will never be the same. But, that's not to say they won't be better.

 If anything, the nation’s citizens and its business community will be more prepared for similar situations in the future. We can no longer be caught off-guard by a pandemic because we’ve lived through the worst of it. We’ll have more appreciation for the ability to grab coffee with a colleague or spend the afternoon touring venues with our teams. It will be a “new normal,” but it will be one of gratitude, togetherness, and solidarity. That doesn’t sound so bad in my book.

 Oleta Collins is the owner of Flourishing Art Design Studio, a premier florist and design studio in Bakersfield, California, that specializes in luxury weddings and events. She is also a Certified Floral Designer and an accredited member of the American Institute of Floral Designers.