Crisis Management

With thirty years of experience in the event industry, we've encountered nearly every curveball imaginable. Today, we're distilling our expertise into actionable advice, tackling the eight most common and unexpected internal challenges you might encounter. Armed with these insights, you'll be ready to pivot into a display of your adaptability and ingenuity.

Risk Awareness and Preparation

Every event carries the potential for crisis—from data breaches at tech conferences to fire emergencies at upscale galas. Start with a comprehensive risk assessment for each event, pinpointing all possible internal scenarios that could throw your event off course.

Crafting Your Crisis Management Plan

A robust crisis management plan is your first line of defence. It should articulate clear response strategies, outline specific roles and responsibilities, and detail communication set up and evacuation procedures. Assemble a multidisciplinary crisis team that includes security, operations, communications, and first aid experts to ensure a coordinated response.

Effective Communication: Your Crisis Lifeline

Timely and clear communication is crucial in a crisis. Prepare template messages for various scenarios to accelerate your initial response. Leverage social media, event apps, and traditional media to spread information swiftly and efficiently.

Overcoming Common Crisis Scenarios

Last-Minute Vendor Cancellations

Vendor no-shows, due to illness, logistical issues, or double bookings, can significantly disrupt your event. Cultivate strong relationships with all suppliers and maintain a list of reliable backups. Ensure your contracts have clear terms regarding last-minute cancellations to protect your event.

Tech Troubles: Guaranteeing a Seamless Experience

Technology glitches, from microphone failures to system crashes, can frustrate attendees and cause delays. Mitigate these risks by conducting thorough tech rehearsals and having on-site support ready to tackle anything from minor glitches to major outages.

Health Emergencies: Quick and Competent Responses

Health emergencies require prompt action. Train your staff in first aid, clearly signpost medical stations, and establish contacts with local medical facilities to ensure a rapid response.

Venue and Culinary Challenges: Proactive Solutions

Conduct thorough inspections to catch potential venue issues like power outages or plumbing failures early. Choose reputable caterers, perform regular food safety checks, and keep a backup supplier list to handle any last-minute changes.

Staffing and Security: Ensuring Smooth Operations

Effective training and robust communication are vital. Maintain a trained on-call staff roster to fill any gaps promptly. Develop comprehensive security plans, train personnel thoroughly, and prepare to address any breaches swiftly.

Essential Crisis Management Checklist

To handle crises effectively, every event planner needs a well-stocked crisis management toolkit. Here’s what yours should include:

1. Comprehensive Contact List: Include backup vendors for catering, audio-visual needs, and tech equipment, along with on-site tech support and on-call staff. Don’t forget local law enforcement, hospitals, emergency services, and venue management.
2. Tech Troubleshooting Guide: Prepare a basic guide to address common technological issues that might arise.
3. Backup Equipment: Keep additional tech equipment on hand to quickly replace or repair failed systems.
4. Prepared Communication Templates: Have template messages and public address announcements ready for various crises, from medical emergencies to sudden changes in food services.
5. First Aid Resources: Ensure easy access to strategically placed first aid kits throughout the venue.
6. Detailed Venue Maps: Provide clear and detailed maps of the venue to facilitate evacuations and emergency responses.
7. Emergency Procedures and Staff Training Manuals: Document all emergency processes and ensure all staff are well-trained to handle them.
8. Food Safety Guidelines: Keep guidelines for maintaining food safety standards, especially when last-minute changes occur.
9. Communication Devices: Equip your team with walkie-talkies or other devices to maintain communication without relying on mobile networks.
10. Security Protocols and Equipment: Have quick access to security equipment and documented security protocols to handle any disturbances.

Quick Recap

By anticipating potential issues and having a detailed action plan, you can navigate nearly any unexpected event situation. Remember, the foundation of effective crisis management lies in careful preparation, great communication, and maintaining composure under pressure. Equip yourself with a comprehensive crisis toolkit, and you’ll be well-prepared to handle any situation that comes your way.