HBB File

Do you have a HBB File, right?
What, you mean you don’t know what a HBB File is?!

Credit for the name HBB File or Hit-By-Bus-File goes to Pete Seljevold. Pete and I have worked on a number of annual events over the past 4 years. Each year, days prior to the event, we create the HBB File.

Emergencies happen. What happens if all the details for the day are in one person’s head or in personal files and that person is unable to set-up or attend the actual event?  The day would not run smooth, I guarantee. It is never a good idea for only one person to have all the information.

The HBB File contains the finalized details the event staff or planning committee should know in case someone gets hit by a bus, or there is weather in Denver, or someone loses their voice.  Planning for risks and emergencies is one of the most important jobs of being an event planner. 

  Items included in the HBB File:

• Emcee script
• Show Flow document
• Flight times or arrival times for speakers
• Cell phone numbers of speakers, vendors, catering contact
• Registration list
• Room layout map
• Special requests to fulfill

You likely won’t need it because everyone is in attendance, healthy and safe, yet having all the details in one place will help the day go as smooth as possible.

What other information would be helpful in your HBB File?

Anita, Reach Partners