Could Your Event Keep Running Without You?
As event managers, we’re often prepared for the unexpected—bad weather, last-minute equipment failures, power outages.
But have you ever thought about what happens if something happens to you?
I often joke that I’ll know my team is truly ready when I can imagine getting hit by a bus, and the event would still run smoothly. But here’s the thing, what if that actually happened?
Planning for the Unexpected: The Internal Event Risks
Most risk management plans are focused on external factors, like weather disruptions or technical issues. But what about the event risks that come from within? What happens if a key team member, or even you as the event lead, are suddenly unavailable during the event?
I’ve seen it happen—illness, family emergencies, or even last-minute crises can pull an event manager away from the site. It’s happened to me more than once!
So, I have to ask: if something prevented you from being at the event, could your team step up and carry things through?
Your Back-Up Plan… for You
In my work coaching new event planners, I often find people are overwhelmed by the sheer volume of paperwork involved in planning an event. It’s easy to get lost in the details, but what really matters?
After years of experience, I can tell you with certainty, there are just a few documents that truly matter when you need to hand over the reins at a moment’s notice. If I had to hand over an event without warning, these would be my three go-to essentials:
Site Map
This shows the layout of the event, including key zones and entry/exit points.Production Schedule/Run Sheet
This is the essential timeline for everything that needs to happen on the event day.Contact List
This includes all the key contacts, so the team knows who to call if something goes wrong.
That’s all it would take. It’s amazing how much you can simplify by focusing on these three crucial elements.
Is Your Team Ready to Step In?
Another key point I stress in my coaching is that contingency planning isn’t just for the event—it’s for the people running it.
When planning your event, take a moment to consider:
Who would take over if you were suddenly unavailable?
Does your team know exactly what to do if you had to leave unexpectedly?
Have you trained someone to step in if needed?
Being an event professional means you’re used to handling the unexpected. But true leadership involves preparing your team to succeed without you—because, as we all know, life can throw curveballs when you least expect it.
A Reality Check
So, let’s be real for a moment: if you had to step away today, is your event ready for that? Would your event still go off without a hitch?
Event risk management can be complex, but this internal risk planning is essential. Make sure that when you're planning your next event, you account for the possibility that you might not be there to lead it yourself.
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Meet Your Mentor
Hey! I’m Rachella — founder of Event Kit and an Event Consultant with 25+ years of experience running world-class festivals and public events. I created Event Kit because I knew there had to be a smarter, less overwhelming way to plan pro-level events.
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