Event Contingency Plan
Failure of public address sound systems
- 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
- Make plans and instruct staff to continue the event program rather than delay it
Inclement weather
- 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 program to salvage the day if possible
- Have contingency insurance for your event if there is much at stake financially
Event staff who go missing
- 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.
Breakages and other losses
- Keep spares and back-up systems
- Roster on a "troubleshooter" who detect these problems as early as possible
- Roster on other surplus staff whose job it is to contact supplies, run out to stores and/or move about the venue to find items
Injuries and accidents
- Organize first aid and/or other qualified medical personnel to be in attendance throughout the event
- Roster on more staff than the minimum required so that if one person requires treatment it will not impact on the running of the event
- Ensure driveways and entrances are not blocked to emergency personnel
- Train all event staff what to do in an emergency and when unexpected events occur