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What's the best way to make a crisis and contingency checklist for your live event?

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Planning a live event can be exciting and rewarding, but also stressful and unpredictable. You never know when a crisis might strike, from a power outage to a security breach to a pandemic. That's why you need a crisis and contingency checklist to prepare for the worst and mitigate the risks. A crisis and contingency checklist is a document that outlines the potential scenarios, impacts, actions, and responsibilities for your event in case of an emergency. It helps you to identify the key stakeholders, resources, and communication channels that you need to manage the situation effectively. In this article, we'll show you what's the best way to make a crisis and contingency checklist for your live event in four steps.

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Martin Shakespeare

Security Consultant

1 Assess the risks

The first step is to assess the risks that could affect your event. You can use a risk matrix to rank the likelihood and severity of different threats, such as weather, fire, terrorism, health, legal, technical, or reputational. You can also consult with your venue, suppliers, staff, and partners to get their input and feedback. The goal is to identify the most critical and probable risks that could disrupt your event and harm your attendees, speakers, sponsors, or reputation.

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Martin Shakespeare

Security Consultant
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In 2009, I had to plan and deliver the Force Protection package for a visit by four NATO warships to Karachi. Using a holistic risk matrix covering all likely threats, including climatic (temperature), kinetic (weapon types), health (including the availability of clean water, food, and capable medical facilities), legal provisions, especially those relating to RoE precedence, was an essential planning tool. An unusual aspects was understanding routes and transit timing as high numbers of large scavenging birds, meant helicopter access was impossible due to the high risk of bird strike. This required all moves to be made by road altering risk ratings for some activities such as casualty evacuation.

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2 Define the scenarios

The next step is to define the scenarios that could result from the risks. You can use a scenario planning tool to create realistic and plausible situations that could occur before, during, or after your event. For example, what if there is a power failure, a speaker cancellation, a protest, or a lockdown? How would that affect your event objectives, agenda, budget, and logistics? You should also consider the triggers, indicators, and timelines of each scenario, as well as the potential legal, financial, or ethical implications.

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3 Plan the actions

The third step is to plan the actions that you would take to prevent, respond, or recover from each scenario. You can use a contingency plan template to outline the specific steps, roles, and resources that you need to deal with the crisis. For example, who is in charge of the crisis management team, what are their contact details, what are their duties, and what are their backup plans? You should also include the communication strategy, such as how to inform and update your attendees, speakers, sponsors, media, and authorities.

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4 Test and update

The final step is to test and update your crisis and contingency checklist regularly. You can use a simulation exercise or a tabletop drill to test your plan and identify any gaps, weaknesses, or errors. You can also review and update your plan based on the feedback, lessons learned, and best practices from your team and other event professionals. You should also monitor the external environment and adjust your plan accordingly if there are any changes in the risk level, regulations, or expectations.

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Alex Ho

Marketing | Events | Partnerships - Creating Partnership Synergy
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The dynamic nature of events demands regular reviews and updates to your crisis checklist. This ensures that your plan remains relevant and robust. Incorporate insights gained from past events and stay aligned with industry best practices. Conducting a thorough debriefing session is critical too. It allows you to evaluate the execution of your crisis management plan and spot areas for enhancement. This reflective process contributes to ongoing improvement and readiness for future events

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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?

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Alex Ho

Marketing | Events | Partnerships - Creating Partnership Synergy
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Maintaining meticulous documentation of your crisis and contingency plans is a cornerstone of effective preparedness. This documentation should encompass contact information, response procedures, and any modifications made to the plan over time.

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What's the best way to make a crisis and contingency checklist for your live event?

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5

1 Assess the risks

2 Define the scenarios

3 Plan the actions

4 Test and update

5 Here’s what else to consider

Live Events

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What's the best way to make a crisis and contingency checklist for your live event?

1

2

3

4

5

1 Assess the risks

2 Define the scenarios

3 Plan the actions

4 Test and update

5 Here’s what else to consider

Live Events

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