Risk management is the act of reducing or eliminating risks associated with involvement in any
event. For event planners, risk can run the gamut from less serious to catastrophic: Equipment or
power failure. One can’t control such risks but can very well take preventive measures and check all
the options in their power to avoid any mishap.
Risk surrounds us in our educational, business, and personal lives, but learning how to identify,
analyze, assess, control, avoid, minimize or eliminate unacceptable risks is a life skill needed by all
and to deliver their best. Events are dynamic and fluid with numerous issues surfacing along the way
and are continuously influenced by both external and internal factors.
Concrete Planning
Plan your event considering all the possible threats in sight. Remember to have separate planning
for the on-site event working, list all the responsibilities and areas where correspondence is
required. Remember to have an event management plan with all the parts of the event listed with
the timing.
Incorporate all the essential information required to run a risk assessment before-hand.
Communication
Never forget to set up channels to communicate. Take updates and check-in with everyone in your
team around the venue. Not only will it keep everyone updated but it will also help you know the
end to end happening of the entire area without being caught up in the crowd.
Allot responsibilities to evaluated team members and make the instructions clear among each other.
Tip: Use divide and conquer rule; Divide the area into sections and supervise accordingly.
Know your Crowd
Gather maximum information on all metrics to know the crowd you are expecting. The expected
footfall is also an important metric which will help you with the seating and all the other services
which need to be provided. The average age of the crowd not only helps you with the medics and
drinks bar but also helps you know the risks that can arise among such an audience.
Inspect the venue
The relevant information related to the venue is readily available with their staff and nearby service
provider. Talk to them and know your best options available. Keep in mind the necessary equipment
that you may need concerning your audience. Check if all the amenities, For instance, Portable
ramps and handrails must be arranged.
Electric and Fire ready
Electrical equipment and control panels should not be accessible by members of the public, event
attendees, nor untrained/unqualified employees. It is possible that mishandling such devices can
lead to accidents and unwanted circumstances. Keep an account of a nearby fire department. It is
also part of your duty to prevent and mitigate the risk of fire at an event. Have an evacuation plan,
along with crisis communication pre-discussed. Also, don’t forget to allocate duties to staff who can
co-ordinate the process of getting everyone to safety quickly.
Emergency Exit
After a thorough risk assessment, plan out an emergency exit path from your venue to somewhere
safe. Take into account the number of people expected to be present and the number of exit paths
made in the venue. Don’t forget to aware people of the path by putting signs and mentioning it on
brochure or form.
For a considerable-sized event, you can keep in touch with ambulance services nearest to your
landmark, who provide event services. First-Aid kit for on-site support should also be available.
Insurance benefits
It is worth enquiring if there is any policy that might work in your favour. Specifically known as Public
Liability Insurance, this provides financial cover for any accident, damage, or loss of property to an
attendee at the event. Different levels of cover can be purchased but you need to consider all
factors. For example, if you are renting a building, the building’s owners may already have public
liability insurance. If you are inviting third-party services, such as entertainers or VR booths, they too
will need insurance. You should also consider employee liability insurance for your staff before,
during, and post-event.
Sponsor withdrawal & Last-minute cancellation
Coming to financial planning, having some funds set aside for any last-minute requirement is very
important. That money should be kept for a last considerable option when nothing works in the time
of crisis.
Your list of sponsors should have some trustworthy names with whom you have to build a
relationship that well that they don’t bail out at the end moment. Always know that there is a risk
with new sponsors which may involve a breach of trust.
In any such situation, think your way out, have backup contacts, and don’t let such things come in
the way of smoothly undergoing event.
Cybersecurity and Data Theft
The world is moving forward and so is the technology. People are adapting to this environment,
taking their databases online, and creating online registration portals. For giant events, apps are
made for people to be given information and to follow up after the event. All this looks perfect in the
parallel world, but with such benefits also come the hackers and invaders.
Choosing a secure server and application to work with is a very crucial step. Regular security checks
and scans must be done to keep a note of any unusual activity if exists. Online events must be
launched on secure platforms with proper circulation of IDs and passwords to concerned people.