What are the key components of a successful contingency plan for a team?

1 Identify the risks

The first step in contingency planning is to identify the potential risks that could affect your event, and assess their likelihood and severity. You can use a risk matrix to prioritize the most critical and probable risks, and categorize them into different types, such as operational, financial, legal, reputational, or environmental. You should also consider the impact of each risk on your stakeholders, such as your attendees, sponsors, vendors, staff, or media.

2 Develop the scenarios

The next step is to develop realistic scenarios based on the identified risks, and outline the possible consequences and responses for each one. You should consider the best-case, worst-case, and most likely outcomes, and how they would affect your event objectives, budget, timeline, and quality. You should also identify the triggers and indicators that would signal the occurrence or escalation of each risk, and the roles and responsibilities of your team members in managing them.

3 Create the action plans

The third step is to create detailed action plans for each scenario, that specify the steps, resources, and tools needed to prevent, mitigate, or recover from the risk. You should also define the criteria and process for activating, executing, and terminating the action plans, and the communication channels and protocols for informing your team and other stakeholders. You should also document the backup options, alternatives, and contingencies for each action plan, in case of further complications or changes.

4 Test and update the plan

The final step is to test and update your contingency plan regularly, to ensure its effectiveness and relevance. You should conduct simulations, drills, or exercises to test your team's readiness and performance, and identify any gaps or weaknesses in your plan. You should also review and update your plan based on the feedback, lessons learned, and changes in the internal or external environment. You should also communicate any updates or revisions to your team and other stakeholders, and ensure they are familiar and comfortable with the plan.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?