EVENT CONTINGENCY PLAN

Failure of public address sound systems

May be caused by people tripping over wires, faulty equipment, faulty electrical connections, missing components.

Contingency plans:

  • Have a back up sound system
  • Include people with skills to fix such equipment in event management team

Failure of VIP's to arrive on time

Visiting dignitaries often have multiple responsibilities most of which are far more important than their appearance at an event to make a speech or presentation. They may cancel at the last moment.

Contingency plans:

  • Make plans and instruct staff to continue the event programme rather than delay it
  • Identify and use other people in the event management team or other guests who can step into to make a presentation if necessary

Inclement weather

Particularly affects outdoor events.

Contingency plans:

  • In the event of a sudden downpour ensure there is adequate shelter for all otherwise people will start going home and won't come back even if the skies clear
  • Make plans to relocate activities to sheltered areas or to alter the event programme to salvage the day if possible
  • Have contingency insurance for your event if there is much at stake financially

Event staff who go missing

Contingency plans:

Have a person designated in the event management team as a "Troubleshooter" whose job is to continually move about the venue looking for such problems.

Roster more staff than are actually needed so that there are a few "spares" that can be assigned to positions anywhere.