The world of event planning thrives on imagination. Event professionals are constantly looking ahead, translating visions into captivating experiences. But the future is a fickle beast, throwing curveballs that can threaten an event’s flawless execution.
For B2B event teams, the pressure to deliver is immense. Nearly all (97%) believe in-person events significantly impact business outcomes. As the demand for these events rebounds, teams need strategies to navigate the inevitable disruptions – from travel snags to viral outbreaks, rising costs, and supply chain woes.
This article analyzes the importance of event contingency planning and equips B2B event teams with actionable steps to tackle unforeseen challenges.
The Vulnerability of Events
While 86% of event organizers consider their risk management processes somewhat developed, only 16.6% feel truly “mission-ready” for event challenges. This gap exposes a critical need for proactive planning.
Event contingency planning empowers event leaders to assess potential scenarios and predict outcomes. It strengthens an event’s resilience by adding a layer of strategic preparedness.
Building a Contingency Planning Arsenal: 5 Steps to Success
Here are five steps B2B event teams can take to incorporate contingency planning into their workflow:
- Assemble Your Contingency A-Team: Establish a dedicated team with diverse skill sets before a crisis hits. Consider roles like event experience leader, event technician, and event marketer.
This team also needs a clear decision-making hierarchy. Who calls the shots? How will information be communicated quickly and effectively? Establishing these protocols beforehand avoids confusion and panic during emergencies.
- Embrace Scenario-Thinking: Scenario-thinking exercises push teams to imagine potential roadblocks. By leveraging collective knowledge, creativity, and experience, event organizers can identify and prepare for future uncertainties.
Regular scenario-thinking sessions are essential. Aim for at least 20 diverse scenarios, each with varying levels of impact. Consider a “contingency hackathon” where team members, vendors, and partners brainstorm potential problems, prioritize them, and develop mitigation strategies. This cross-team collaboration fosters more robust relationships, transparency, and trust within your organization.
- Run-of-Show Exercises: Identifying Potential Pitfalls
With the event strategy in place, conduct run-of-show exercises. This granular review helps pinpoint elements most susceptible to disruptions.
For instance, consider a keynote speaker delayed due to international travel issues. Break down the impact and necessary changes:
- Can they present virtually?
- When will a decision on a backup speaker be made?
- Is there a backup confirmed (potentially someone already on-site)?
- Who will inform staff, volunteers, and executives about the changes?
- Are communication scripts drafted?
Prioritize potential obstacles and develop backup plans to ensure the event continues despite challenges.
- Mock Rehearsals for Unpredictable Moments
Hold mock rehearsals for the event’s high-uncertainty elements. Consider inviting senior executives to participate, adding a layer of stress that mimics the pressure of a live event.
Three or four mock run-throughs allow teams to practice their contingency plans. Discussing these plans is one thing; executing them under pressure is a different story. Rehearsals build confidence and prepare the team for unexpected situations.
- Tailored Planning: Not One-Size-Fits-All
While contingency planning provides valuable tools for navigating change, allocating resources wisely is essential. A flagship event demands more planning than a webinar.
Event teams should gauge the marketing value of each event and invest planning time accordingly. Each contingency-planning exercise strengthens your team’s muscles for future events.
Bonus: “No-Regrets Moves” for Any Event
Every B2B event is unique. As your team develops its contingency-planning skills, they’ll discover approaches that alleviate stress and improve attendee experiences. Here are a few “no-regrets moves” to keep in your back pocket:
- Prioritize Your Audience: When faced with difficult choices, consider the attendees’ experience. Which backup option offers them the most value and fosters connections? Focusing on your audience is always a safe bet.
- Leverage Your Event Ecosystem: Digital strategists, event technology partners, and other vendors are valuable resources. Lean on them for insights and fresh perspectives as you tackle challenges.
- Manage Attendee Expectations: Be prepared to communicate changes to attendees proactively. Some organizations share pre-event videos outlining potential changes and on-site expectations. Others use live “Ask Me Anything” sessions to address concerns and build anticipation while prioritizing attendee needs.
Conclusion: Embracing the Uncomfortable
By incorporating a strategy for unexpected challenges, B2B event teams become more comfortable with uncertainty and empowered to make decisive decisions. This newfound agility fosters resilience and strengthens their ability to deliver exceptional event experiences, regardless of what obstacles may arise.
