Event planning is similar to a live stage production it’s a high wire act with no safety net!
Once is has begun there are no second chances, no starting from the beginning, you simply cannot predict how it will turn out. What you can do, however, is plan, prepare, and be ready for the unexpected. Event planning can be stressful, so to help you out, we have listed 5 ways an organiser can seek to limit the likelihood of an event going wrong.
Risk Management – 5 Steps
Arguably, the most important way to ensure an event runs safely and smoothly is assessing how to prevent any issues arising through risk management. There are 5 steps you should complete in order to manage any risks.
Begin by identifying any possible risks that may occur at your event through planning, organising and controlling. This can be done in several ways, such as a PESTLE or a SWOT analysis. Also consider conducting a test event to detect potential risk beforehand.
Once all weaknesses, threats and risks have been identified, conduct a suitable course of action to deal with these. The practices and techniques of project management are very useful at this stage, e.g. a GANTT chart.
Ensure the logistics of the event are thoroughly planned. Lack of logistics coordination can ruin a well-planned event. Make sure you have a stage plan, including inspection of the venue, have a map and facilities, assessing when the audience will arrive and knowledge of the type of lighting, power and sound needed.
At this point, it is vital that control measures are implemented. When planning your event, look at previous evaluation reports and see if there is any negative feedback, failures or high costs. Based on the reports, you can provide adequate training for your staff and allocate appropriate responsibilities.
Once completed, you should communicate progress and outcomes to your project team and stakeholders.
Create a contingency plan
The best-laid plans of mice and men often go awry! This means that in some cases, no amount of planning can ensure a problem-free event, as there are some factors that you simply cannot control. Don’t worry though – all is not lost! There are several things you can do to try and overcome any issues.
This is when a contingency plan comes into place. Often, all the planning and organisational efforts are not enough, and in order to rescue your event, you must be able to ‘cure’ it.
For example, consider the weather for your event. Is the venue outdoors? Will undesirable weather discourage people from attending? As we all know, the weather (especially in England) is unpredictable! However, with a suitable weather plan, you may be able to stop your event from being ruined.
When checking the forecast ahead of time, if there is a chance of inconvenient weather, prepare accordingly! This can be achieved by ensuring guests are aware and prepared for this weather, i.e. wear appropriate clothing, have sun cream/umbrellas etc. Always consider anything that may occur unexpectedly when planning your event.
To conclude, unfortunately event planning warrants no favour to experts of the industry, as problems can occur in any given circumstance. Therefore, in order to do everything you can to prevent your event from going wrong, follow the 5 steps of risk management, and have contingency plans in place!
LCB TOP TIP
If your event is in Liverpool City Region, get in touch with our team! We can help you plan and prepare (organisation is our specialty) and hopefully take some of the stress from you.
BLOG POST PROFILE
This blog has been written by Rachel Mullin, Convention Bureau Assistant at Marketing Liverpool.
Rachel is 23 years old and is from Liverpool. She love musicals, all animals, and drinking gin on rooftop bars!