Fail to plan and plan to fail, a saying we have all heard and can apply to a contingency plan. Contingency planning is an essential part of event management. It involves developing a plan to address unexpected events or circumstances that could disrupt or negatively impact the event. 

Here are some key elements that we use to create contingency plans for our events:

1. Identify potential risks: The first step in contingency planning is to identify potential risks that could impact the event. This may include factors such as extreme weather, equipment failure, power outages, or public health emergencies.
2. Assess the impact: Once potential risks have been identified, it’s important to assess their potential impact on the event. This will help event organisers to prioritise their response and develop an appropriate contingency plan.
3. Develop a response plan: A response plan should outline the specific steps that will be taken to address each potential risk. This may include having backup equipment or power sources, developing evacuation plans, or establishing communication protocols in case of an emergency.
4. Communicate the plan: It’s important to communicate the contingency plan to all staff members and vendors involved in the event. This will ensure that everyone is aware of the plan and knows their role in executing it.
5. Test the plan: It’s also important to test the contingency plan to ensure that it is effective and that all staff members are familiar with their roles. This may involve conducting a mock emergency or performing a technical equipment check.
6. Have an emergency kit: A small emergency kit, containing basic items such as first aid supplies, torches, and batteries, can be helpful in dealing with unexpected events.

Overall, having a contingency plan in place can help event organisers to be prepared for unexpected events and ensure that the event runs smoothly, even in the face of unforeseen circumstances.