This ability to react stems from anticipating emergencies, accidents and problems, formulating plans and training staff in what must be done. May be caused by people tripping over wires, faulty equipment, faulty electrical connections, missing components.
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. There is always likely to be occurrences of event staff that go missing temporarily from their station.
Causes might include a chance meeting with an old friend, treatment of an injury, confusion over times and places where they are supposed to be, and toilet and refreshment breaks. 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. If you have an environmental permit for a reminder on environmental permitting, read our previous blog here , you may be required to have a contingency plan or contingency arrangements in place.
For example, if you have monitoring equipment on your site, you may need to ensure you have alternative kit available at all times for use in the event of a failure. You will be audited against any missing or lost samples due to equipment failure and whether they have been rescheduled. The assessment will also take a look at whether there is a systematic and risk-based procedure for the representative monitoring and contingencies for your emissions.
You should have a plan in place for dealing with any issues that may arise that are unexpected and how you might deal with them. In the event of a prosecution, a robust contingency plan can stand as a mitigating factor, but if you lack a sufficient plan, you may receive an even heftier fine as evidenced in a number of recent prosecutions.
Have you recently reviewed your contingency plans? Although restrictions in the UK have now eased, the future of the events world is still uncertain and has presented unique problems for event planners and the success of their events.
It's therefore crucial that organisers develop a solid contingency plan they can rely on if things go pear-shaped. Below, we've listed the key elements to consider when contingency planning so that you and your team can sleep easy. Prepare an in-depth Risk Assessment 2. So what could go wrong? Guidance for Planning in First thing's first, what actually is a contingency plan?
Put simply, it is literally an assessment of any and all possible risks that could arise at your event, which will enable you to put into place measures and solutions to prepare for or prevent the worst from happening. Download our example template below, and use it as a helpful guide for all your events going forward.
Download the Contingency Plan template. Ever heard of Murphy's Law? Whatever can go wrong, will go wrong! Below, we've listed some unique problems event organisers may face in This list is by no means exhaustive, but will hopefully get you thinking ahead and preparing for all eventualities.
Uncertainty in the industry has seen planning for in-person events programs significantly delayed. Plus, the "pingdemic" has forced many people into self-isolation, which means many attendees may be reluctant to attend if potential exposure to Covid impacts their ability to attend important near-future events weddings, visiting family, work commitments. To help offset this, reassure attendees that you have put measures in place to ensure your event is as safe as possible, but also offer a hybrid solution so that those who are nervous to attend in-person or those who are forced into isolation can attend virtually.
With numbers of cases constantly going up and down across the country, it can be tricky to keep on top of all the changes to guidance and restrictions and what we can and can't do. Keep on top of latest changes by following our ' Can we hold events now? Stay flexible and be prepared to change to a different event format at the last minute with Covid Cover Guarantee. Frequently changing travel guidance makes planning international events extremely challenging.
Because of this, try to plan for virtual, or offer a hybrid component for these international attendees. You may also find that there are road closures, accidents, or train delays on the day, so make sure to put alternative transportation plans in place in case your attendees can't get to your venue.
We found that nearly all businesses planning in-person events will be conducting some form of on-site testing or certification regardless of the guidelines it's better to be safe than sorry! There is always the chance that factors out of your control may mean that your event must be cancelled.
So it's best to make sure you have negotiated flexible cancellation policies with your venue and suppliers to account for this contingency. Hire Space can also negotiate on your behalf with venues to ensure you have the flexibility you need, allowing you to switch your event to virtual at no extra cost if required. Most people will exit from the door they enter from. During your opening announcements, consider having a slide of a meeting-room exit plan.
Know where fire extinguishers and fire pull alarms are. Check to see if the fire extinguishers are charged. Make sure all decor items, linens and draping are fire-proof or have retardant. If you are renting the materials, make sure their certificates are current. Check aisles for obstructions such as cables, signs and computer bags. Make sure all wires are tapped down securely on the stage and floors, especially if cables need to cross a doorway. Check all flooring for pits and fissures that can catch a high heel.
Make sure the stage has no gaps and that stairs are securely attached to the stage, and mark the stairs with a bright tape on the edges. If any of the guests are celebrities or dignitaries, coordinate with the local police agency. Have a plan and training for event personnel to look for suspicious packages and note to whom they should report them.
Think about lighting especially for outdoor events after dark. Look for obvious and not so obvious issues, such as badly lit paths to bathrooms, etc. Most venues have emergency lighting, but you might want to have flashlights on hand. Self-evacuation usually does not work. Assign team members or hired staff to direct the attendees into predefined gathering areas. Check with the venue or the fire marshal where these gathering areas should be. You may want to prepare written instructions telling your attendees where to go if a disaster occurs.
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