In our latest podcast episode, we explored the crucial realm of risk management in event planning with Tanita and Leanne from The Eastside Rooms leading the conversation. They were joined by an impressive panel of experts: Emma Robson from Alzheimer’s Research UK, Lee Morgan-Jones from James Hallam Insurance Brokers, and Adam Baggs from Soaring Worldwide. The discussion was a lively blend of personal anecdotes, professional insights, and practical advice.
Reflecting on a recent session at the ABPCO Festival of Learning, the guests shared their diverse experiences in managing risks. Emma, for instance, delved into the meticulous planning required for Alzheimer’s Research UK’s “Walk for a Cure.” She stressed the need for detailed risk registers and operational assessments to ensure the safety of participants, particularly those with dementia. Her emphasis on comprehensive briefings for team members highlighted the importance of everyone knowing their roles and being prepared for potential issues.
Lee added to this narrative with a dramatic story of an event venue turning into a crime scene overnight. This unexpected twist underscored the necessity of having a major incident plan that covers a wide range of potential risks. Such plans, as Lee explained, not only guide clear actions during crises but also help in maintaining calm and ensuring a coordinated response. His emphasis on documentation was a crucial point, noting its value during and after an incident.
Communication emerged as a vital theme throughout the discussion. Adam and Lee both underscored how effective communication plays a pivotal role in managing risks. Adam talked about tailoring messages to different audiences, which involves identifying key stakeholders, crafting clear messages, and maintaining open dialogue to manage reputational risks. Lee pointed out that seamless internal communication ensures everyone can respond swiftly to any issues, emphasising that everyone being on the same page is essential for smooth event operations.
Leanne brought a different perspective, sharing her experiences as a venue manager aiming to secure multi-year event contracts. She highlighted the importance of building trust with clients through open communication, addressing their concerns, and ensuring they feel confident in the venue’s capabilities. Understanding each client’s unique needs and priorities, Leanne noted, is crucial for delivering successful events and building long-term relationships based on trust and reliability.
Adaptability and preparedness were also hot topics. Emma and Adam discussed the complexities of virtual and hybrid events, emphasising the need for thorough technical preparations and contingency plans. Emma shared how, for their annual conference involving international speakers, they conduct test calls and provide detailed briefings to ensure everything runs smoothly. Adam echoed these sentiments, noting that understanding the unique risks of different event formats is crucial for effective risk management.
As the conversation wrapped up, Leanne reiterated the importance of open and honest communication among all parties involved. She reminded us that each event is unique and requires a tailored approach to ensure success. The key takeaway from the discussion was clear: effective risk management hinges on thorough planning, clear communication, and building strong relationships with all stakeholders. By focusing on these elements, event organisers can better navigate challenges and ensure the success of their events.
