If the notorious trainwreck of a disaster that was the Fyre Festival of 2017 is anything to go by, successful event planning is intensely contingent on the event organisers’ ability to mitigate potential risks. In the case of the failed Fyre Festival – and an earlier but equally dismal example that was Woodstock ‘99 – organisers’ inability to foresee and plan for potential problems was the dramatic downfall of these highly anticipated occasions.
The truth? Event planning is not just about arranging fun and festive party decor and supplying guests with treat-laden goodie bags. Organisers also need to be aware of the risks of planning an event and build a contingency plan to address each of these potential mishaps in advance of them happening. Chances are, the risk management strategies put into place by the event’s organisers won’t ever need to be utilised – and indeed, this is the best outcome for all involved. But although disaster may never strike, it’s still critical to be prepared and to plan for the unexpected.
Let’s discuss.
Common Challenges to be Prepared for in Event Planning
If you’re planning an event, you’ll likely come across some roadblocks. The good news? By anticipating the possibility of these obstacles occurring, you can better prepare yourself to combat them. Some of the common challenges to be prepared for when planning an event include:
Budget Constraints
Yes, often, as an event organiser, we want our party to be the biggest and the best. We want to go all out to impress our guests. But, we still need to keep our budgets in mind. Failing to do this can cause us to share the same fate as the overpromising, underdelivering Fyre Festival flop, which was a perfect case study of how not to manage an event budget.
Extreme or Inclement Weather
It’s been said before, but we’ll say it again – you can plan a pretty picnic, but you can’t predict the weather. What you can do, though, is be prepared. Organising an outdoor event? Set up tarps and undercover shelters for your guests – you never know if it might rain. On the flip side, it could be unseasonably warm on the day. Counteract this risk by ensuring you have an ample stock of fresh bottled water on hand to soothe attendees sweltering in the heat.
Technology Malfunctions
During the event announcing Google’s answer to ChatGPT – their AI chatbot, Bard – technological malfunctions marred the occasion. The chatbot’s inability to answer a query correctly was considered a crisis. Needless to say, this glitch was a truly shameful occurrence for an event in tech, and surely not the positive first impression Google had hoped to impart when launching Bard. This could all have been avoided with adequate testing to mitigate the risk of an incorrect response.
Event Risk Management Strategies: Preparing for the Unexpected
Good event risk management involves solid, preemptive contingency planning to cover all bases in the event something goes wrong. Some risk management strategies event organisers should consider include:
Testing All Electrical Equipment Before the Event Begins
There’s nothing worse than technical difficulties, and equipment malfunctions can put a spoke in the wheel – especially when it comes to events featuring speeches and presentations. Ensure all communication devices are performing correctly, and be sure to test each piece of equipment before you use it in front of your audience.
Making Sure You Know Who Your Event Attendees Are
Do you want to ensure you know exactly who’s who at your event? Supply your event attendees with custom wristbands from Australia. By doing this, you can quickly, easily and visibly double-check that everyone who is in attendance is authorised to be there. That way, you can minimise the risk of letting dodgy unwanted trespassers enter the event site and cause a potential ruckus.
Implementing Enhanced Security Measures
Engaging added security measures like installing surveillance cameras throughout the venue and employing professional security guards can assist event organisers in intercepting the possibility of a terrorist attack – like the one that occurred at the Ariana Grande concert in Manchester.
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So there you have it, our top risk management tips for your event. By planning and being prepared for the unexpected, you can ensure your event is memorable for all the right reasons.
//Branded Content
