No matter the event you’re hosting, whether a restaurant mixer or corporate get-together, crises are unavoidable. However, you can avoid mayhem and disorganization with an effective event risk management strategy.
Creating an effective event risk assessment plan requires some know-how. Here is all you need to know about event risk management: what it is, how it benefits your business, and how to mitigate risks during events.
Event Risk Management: What is it?
Event risk management is a strategy or system implemented by the hosts to minimize potential risks and manage any crises. The goal of a risk management plan is to keep future events on track and provide the best possible experience for eventgoers.
An effective risk management plan will assess event risks, whether from in-person or virtual events. It will then catalog these risks, establish the parties responsible for dealing with the potential risks, and include plans on how to manage them.
The event risk management plan should also include clear guidelines on the event process from start to finish, with a checklist of procedures and policies staff need to adhere to.
The Benefits Of Event Risk Management Planning
There are powerful benefits to implementing event risk assessment and management in your event proceedings.
- First and foremost, managing potential risks before they become crises prevents disorganization and makes crisis management much easier. Staff will have critical event information that increases the chances of hosting a successful event.
- Effective event risk management improves communication with event staff. This improves back-of-house and front-of-house operations and ensures a better time for event attendees.
- Event stakeholders will appreciate the event risk management safety measures and are more likely to work with your company again in the future. Your reputation is also going to improve significantly, increasing brand reach and revenue.
- Event risk management lowers the likelihood of significant threats, especially ones that could cause harm at in-person events. For example, comprehensive kitchen risk management will improve food safety and prevent instances of food poisoning.
- Lastly, risk management reduces financial risks. Clear risk assessment manages potential financial risks, and it’s especially important for managing insurance and contractual agreements.
How To Mitigate Risk in Events
An event risk management plan is a must for anyone hoping to host a successful event. If you’re lost on where to start, don’t worry! These quick tips will help you manage potential risks at all future events.
Start With a Thorough Risk Assessment
Every event risk management plan should start with a thorough event risk assessment. Without an assessment, management and staff won’t be aware of potential risks or how to handle them.
A risk assessment can be time-consuming, and we recommend starting with the process as soon as the venue has been booked. Browse the entire event portfolio and event website for venue information.
What is their event cancellation and refund clause? Â Is there event insurance? What does it cover? Are there comprehensive health and safety procedures? Are there any event factors that pose a significant risk to attendees or staff?
Be thorough. Consider every possible angle and make note of it on a risk assessment document, which should then be distributed to all relevant parties.
Create an Event Program
Next, create an event program. There should be one for both in-person and virtual events.
The event program needs to contain the event proceedings from start to finish. It should include any pre and post-event procedures. The program should also have the contact details of the event organizers, on-site staff, caterers, and management.
Train Staff In Event Risk Management
Event risk management is most effective when all event staff understand how to go about managing risk. The event risk committee should develop risk management strategies and train staff to internalize the contingency plans.
Technology in restaurants has simplified the training process significantly. Today, event organizers can use a restaurant learning management system to quickly and effectively teach staff how to go about event risk management.
Provide Event Management and Staff With Communication Tools
Communication is an essential aspect of risk management. There are two ways to ensure effective communication surrounding event risk management.
Firstly, ensure there is an agreed-upon communication channel. This can be specific phones around the event venue, or a specific messaging app–anything will do, as long as everyone is aware of it and listening for calls.
Secondly, appoint risk management parties for the event. A few chosen staff members should manage specific risk sectors, and be the touch points to mobilize risk management procedures.
Develop Health and Safety Procedures
Unless you’re hosting a virtual event, there should be clear health and safety procedures in place.
The procedures should cover kitchen food safety measures, including managing food preferences, allergies, cross-contamination, etc. There should also be emergency services available for staff and event-goers, especially if the event is on the larger side.
Consider Fire and Electrical Installation Safety
All electrical units and fire safety apparatus should be checked by professionals before the event. The staff must know how to use the emergency gear, and all control panels need to be kept away from event attendees. Lastly, ensure there is WiFi and a consistent signal for effective communication during emergencies.
Have An Evacuation Strategy
Having an evacuation strategy might seem like overkill, but as any long-term event manager will tell you, anything is possible. Having an evacuation strategy handy will not only put stakeholders at ease but will also be invaluable during a serious disaster.
Scout all exits and plan routes for attendees to use during emergencies. Create checkpoints for event attendees, assign staff to these checkpoints, and train them in emergency evacuation procedures.
Conclusion
Event risk management is the process of planning for emergencies, both big and small. It improves event coordination and communication, ensures the safety of staff and event attendees, increases stakeholder confidence, and ensures events stay compliant with local law and insurance stipulations.
All of these benefits translate into better events and more profits. By installing trained staff and preparing for all types of emergencies, you can guarantee a successful and safe event.
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