Risks exist. The question is what you do with them.

Start with a brainstorm. Go through every part of your event and ask, at each part: what can go wrong? Think in categories.

In the venue and AV category: power outage, a sound system failing, internet going down, a projector or screen that doesn't work, or too little capacity for the number of guests. In the external and weather-related category: rain at an outdoor event, extreme heat or cold, but also traffic delaying guests' arrival or a public transport disruption. In the staff and suppliers category: a speaker cancelling, an artist falling ill, catering arriving late or not at all, or a welcome team not turning up. In the guests and safety category: a medical incident, a conflict situation, an unexpectedly high or low number of attendees, fire or evacuation.

Write everything down. A good risk assessment starts with a long list. Filter later.

Not every risk is equally big or equally likely. A risk matrix helps you prioritise: which risks deserve the most attention?

Rate each risk on likelihood: how probable is it that this risk occurs? Use a score from 1 (very unlikely) to 5 (almost certain). Also rate the impact: how big are the consequences if the risk occurs? Use a score from 1 (negligible) to 5 (event can't go ahead or serious damage).

Multiply likelihood by impact: that gives you a risk score from 1 to 25. Risks scoring above 12 deserve a concrete action plan. Risks below 6 are acceptable without extra measures.

Examples for a conference of 400 people. A power outage scores likelihood 2, impact 5, score 10: hire a generator as backup. A cancellation of the keynote speaker scores likelihood 2, impact 4, score 8: arrange a substitute speaker or an alternative programme item. Rainfall at an open-air opening scores likelihood 3, impact 3, score 9: arrange a marquee or alternative covered welcome venue.

The risk assessment is only complete when you've defined a measure for every relevant risk. There are two types of measure. Preventive measures stop the risk from occurring. Reactive measures are the ones you take if it goes wrong anyway.

Preventive measures are the first step. Arrange a generator as backup. Make sure all suppliers provide a contract and confirmation email. Make clear agreements on cancellation conditions. Schedule a technical rehearsal the day before the event.

Reactive measures are your plan B. Decide in advance who takes over if the keynote speaker cancels, and whether there's a backup device if the projector fails. If it rains, guests move inside and the programme is relocated. Plan B only works if everyone on the team knows it. Put it in the team briefing. Communicate it verbally, not just on paper.

Read also: Safety at your event: security, first aid and safety plan →

A risk assessment without responsibilities is incomplete. For every risk it must be clear who the owner is. Who is responsible for watching this risk, and who takes action if it goes wrong?

Assign a risk owner per risk. That's usually the person who is also functionally responsible for that part of the event. The technical producer is responsible for AV failure. The event manager has ultimate responsibility for speaker cancellations. The production coordinator monitors supplier status.

Document the risk assessment in a simple overview: risk, likelihood, impact, score, preventive measure, reactive measure, risk owner. A table of one or two pages is enough for most events. Share the document with everyone on the core team at least two weeks before the event.

Read also: Event insurance: which cover do you need? →

Experience is the best sensor for risks. A production team that has built a hundred events knows what can go wrong. That's not theory — that's practice. They automatically think of the generator that lets you down. The speaker who drops out the day before. The caterer who forgets an ingredient.

At Live Impact we have a risk assessment model that we adapt and fill in for every event. We assess the risks together with the client and decide on the measures. Then we make sure plan B is known to everyone on the team. On the day itself we're the eyes and ears on the floor. We spot trouble coming early.

The risk assessment doesn't guarantee everything will go right. But it does give you the tools to react quickly and calmly when needed. That's the difference between panic and professionalism.

Want help building a risk assessment for your event? We'll think along. Get in touch at hello@live-impact.nl or call us on 085 401 40 14.

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