Contingency- unforeseen event or circumstance.

Purpose of contingency plan-is to allow an organization to return to its operation as quickly

as possible after an unforeseen event. The plan protects resources, minimizes
inconvenience.
Contingency planning is a vital aspect of any event management. Even the best made plans
are unlikely to ensure that nothing goes wrong. When a major problem does occur event
organisers are expected to be able to react quickly and appropriately. This ability to react
stems from anticipating emergencies, accidents and problems, formulating plans
and training staff in what must be done.

Common problems in events

Problem Cause / Contingency Plan

Failure of public May be caused by people tripping over wires, faulty equipment, faulty
address sound electrical connections, missing components.
systems
Contingency plans:

 Have a back up sound system

 Include people with skills to fix such equipment in event management
team

Failure of VIP's to Visiting dignitaries often have multiple responsibilities most of which are far
arrive on time more important than their appearance at an event to make a speech or
presentation. They may cancel at the last moment.

Contingency plans:

 Make plans and instruct staff to continue the event programme rather
than delay it
 Identify and use other people in the event management team or other
guests who can step into to make a presentation if necessary

Inclement weather Particularly affects outdoor events.

Contingency plans:

 In the event of a sudden downpour ensure there is adequate shelter

 for all otherwise people will start going home and won't come back
even if the skies clear
 Make plans to relocate activities to sheltered areas or to alter the
event programme to salvage the day if possible
 Have contingency insurance for your event if there is much at stake
financially

Event staff who go There is always likely to be occurrences of event staff that go missing
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.

Roster more staff than are actually needed so that there are a few "spares"
that can be assigned to positions anywhere.

Breakages and other Breakages and losses could include electrical equipment and lighting, trophies,
losses event paperwork, canteen equipment and supplies, keys, money and many
other items.

Contingency plans:

 Keep spares and back-up systems

 Roster on a "troubleshooter" who detect these problems as early as
possible
 Roster on other surplus staff whose job it is to contact supplies, run
out to stores and/or move about the venue to find items

Injuries and Injuries may occur to participants, spectators and/or event staff. It is a legal
accidents duty for the event organisers to plan for such eventualities.

Contingency plans:

 Organise first aid and/or other qualified medical personnel to be in

attendance throughout the event
 Roster on more staff than the minimum required so that if one person
 requires treatment it will not impact on the running of the event
 Ensure driveways and entrances are not blocked to emergency
personnel
 Train all event staff what to do in an emergency and when unexpected
events occur

Risk management is the act of reducing or eliminating risks associated with involvement in
any event. For event planners, risk can run the gamut from less serious to catastrophic:

 Equipment or power failure

Generator should be available at the venue especially indoor events

Back up equipment, always have extra

 Medical emergencies

First aid kit should be at hand

Ambulance and medic should be on stand-by on big events like concerts

 Sponsor withdrawal

The deal should be protected with Contract Agreement

Sponsors should give a valid reason and compensation for the cancellation

 Fires and floods

Fire extinguishers and fire alarms should be present at the venue

In case of flood the event should be rescheduled ahead of time

  Last-minute cancellations

The deal should be protected with Contract Agreement

The client’s payment will not be refunded or will be but not in full.

 Food safety concerns

Proper food handling including preparing, cooking, transportation

Proper hygiene of catering service staff

 Severe weather or natural disasters

Be updated about the weather forecast on the week of the event

Update clients, committee team, sponsors, suppliers in case of postpone or

cancellation of the event

 Financial troubles

Plan the budget well

Be updated about the prices in the market and rates of suppliers

This is by no means a comprehensive list, but you can see just a few of the risks that are
inherent in hosting a special event. They can span many areas of your event including
attendees, food and beverage management, infrastructure, logistics, transportation,
financing, marketing and more.
The best course of action for dealing with these issues and any others that may pop up is to
plan early and plan often. Let's look at setting up a plan for mitigating or lessening the
severity of risks to your event.