Planning an event isn’t just about creating memorable experiences; it’s also about being ready for the unexpected. From sudden weather changes and tech glitches to medical emergencies and security issues, event planners also need to be top-notch crisis managers.
Hint: That’s where an experienced team like Sequence Events can really shine. In our almost 13 years of business, we’ve worked with high-profile clients, speakers, and attendees—and developed the expertise to handle any event curveball, large or small.
And today, we’re spilling some of our troubleshooting secrets. Here’s a high-level look at how to effectively handle an unexpected situation and ensure your entire event goes off without a hitch—or, at least, as close to it as possible!
Pre-Event:
Before anyone arrives on site, it’s crucial to analyze potential risks and have a game plan ready. Here are some must-take steps:
- Conduct a risk assessment
First things first, think through what could possibly go wrong! While it’s, of course, impossible to imagine every possible scenario, some common ones to prepare for include natural disasters, medical emergencies, security threats, conflicts between attendees, and technical and logistical issues. This step is all about anticipating potential problems, large and small.
- Create a risk management plan
Once you’ve identified potential risks, develop strategies to tackle each one. Prioritize these risks based on how likely they are to happen and their potential impact. This way, you’re not just reacting to problems but proactively addressing them. Also, make sure you learn what security protocols your venue already has in place; often, you can piggyback onto their on-site security or medical teams.
- Establish a crisis management team
Assign roles and responsibilities to your team members and clients, and make sure they’re properly trained as needed. Everyone should know exactly what their job is during a crisis—without having to ask. A well-prepared team can make a world of difference during chaotic moments.
- Develop clear internal communications protocols
Set up clear communication channels within your team using tools like walkie-talkies or messaging apps. It’s also a good idea to designate a spokesperson to communicate with attendees, clients, and, if necessary, the media, during an emergency.
During:
On-site, it’s all about carefully executing your carefully made plans. Here’s how to keep things running smoothly:
- Monitor and be ready to adapt
Continuously assess the situation and adapt strategies as needed if a problem pops up. Remember one of the golden rules of event planning: Be flexible and ready to pivot if initial plans aren’t working! Sometimes, quick thinking and adaptability can save the day.
- Have continued, transparent communication with stakeholders
Keep stakeholders happy, calm, and informed with timely updates. Be honest about any situations and the steps being taken to address them. Transparency helps build trust and keeps everyone on the same page.
- Provide reassurance to stakeholders and attendees
If something does go wrong, show empathy and understanding toward attendees and stakeholder concerns. Highlight the actions taken to resolve the issue and ensure guest safety. A reassuring presence can help prevent panic and maintain a positive atmosphere.
Post-Event:
After the event, take a moment to breathe and analyze what went right, what could have gone better, and what you can learn from it.
- Conduct a post-mortem analysis
Gather your team to discuss what happened and what was done well. Identify areas for improvement and document lessons learned. This type of reflection is crucial for continuous improvement, particularly when it comes to crisis management.
- Update your risk management plans
Incorporate any new insights into future crisis management plans. Regularly review and refine your strategies to stay prepared. Learning from past experiences ensures you’re better equipped for future events.
A good event producer understands that the unexpected can—and often will—happen, and is prepared to manage it smoothly, ensuring your event is successful and your guests leave with positive memories. Partnering with an experienced team like SEQ not only brings peace of mind, but also guarantees that every aspect of your event, including potential crises, are handled with the utmost professionalism and care.
Ready to work together? Let’s connect.