What are some tools and resources that can help you with conference contingency and risk management?

1 Online platforms

One of the tools that can help you with conference contingency and risk management is an online platform that allows you to create, update, and communicate your contingency plans and risk assessments. Some examples of such platforms are Eventbrite, Cvent, and Whova. These platforms enable you to manage your registration, ticketing, agenda, speakers, sponsors, and attendees in one place, and also provide features such as live polling, feedback, networking, and analytics. You can use these platforms to create scenarios, assign roles and responsibilities, and share information with your team and stakeholders in case of any changes or issues.

2 Templates and checklists

Another tool that can help you with conference contingency and risk management is a template or a checklist that guides you through the process of identifying, analyzing, and mitigating your risks. You can find various templates and checklists online, such as the Event Risk Assessment Template by EventMB, the Event Contingency Plan Template by Event Planning Blueprint, and the Event Safety Checklist by Alerion. These templates and checklists can help you to cover all the aspects of your conference, such as venue, catering, transport, security, health, weather, technology, and media, and to document your actions and decisions.

3 Training and certification

A third tool that can help you with conference contingency and risk management is a training or a certification program that teaches you the principles and practices of event risk management. You can enroll in online or in-person courses, workshops, or webinars that cover topics such as risk identification, assessment, mitigation, monitoring, communication, and evaluation. Some examples of such training and certification programs are the Event Risk Management Certificate by MPI, the Event Safety Access Training by Event Safety Alliance, and the Event Risk Management Essentials by PCMA.

4 Best practices and standards

A fourth tool that can help you with conference contingency and risk management is a set of best practices and standards that provide you with guidelines and recommendations for planning and executing your conference. You can consult various sources of best practices and standards, such as the ISO 31000 Risk Management Standard, the Event Industry Council's APEX COVID-19 Business Recovery Center, and the UFI's Global Framework for Reopening Exhibitions and B2B Trade Events. These sources can help you to align your conference with the latest industry trends, regulations, and expectations.

5 Case studies and examples

A fifth tool that can help you with conference contingency and risk management is a case study or an example of how other conference coordinators have dealt with similar situations or challenges. You can learn from their experiences, successes, failures, and lessons learned, and apply them to your own conference. You can find case studies and examples online, such as the Virtual Events Institute's Case Studies Library, the Event Manager Blog's Event Crisis Management Series, and the Event Industry News' Event Resilience Podcast.

6 Online communities and networks

A sixth tool that can help you with conference contingency and risk management is an online community or a network of other conference coordinators who can share their insights, tips, advice, and support. You can join online forums, groups, or platforms where you can ask questions, exchange ideas, seek feedback, and collaborate with your peers. Some examples of such online communities and networks are the Event Planners Association, the International Association of Exhibitions and Events, and the Event Planning and Management LinkedIn Group.

7 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?