6 Tips for Crisis Preparedness for Corporate Events

Max Brown, senior director of corporate event production management at Production Resource Group, said being prepared for a crisis can help avoid it.

The key to crisis management is preparation, says Max Brown, senior director of corporate event production management. Production Resource Group (PRG). For example, at last year’s Formula 1 Grand Prix Opening Ceremony in Las Vegas, PRG not only supported the debut of lighting, sound, and seven mobile set units, but also developed a comprehensive plan to quickly respond to any unforeseen obstacles. This included everything from dealing with inclement weather to ensuring structural safety to resolving technical glitches, just to name a few. Here are Brown’s top preparation tips to help planners stay one step ahead and create a safe and stress-free experience for attendees:

1. Unconventional venues. Off-site and non-traditional venues can add charm and excitement to an event, but these venues also present their own set of challenges. It’s important to work with venue staff to understand aspects such as power and utility availability, safety/emergency protocols, exterior noise or noise ordinances, exposure to the elements, and accessibility for all attendees. Be prepared to adjust setup and flow to accommodate the venue’s quirks.

2. Develop a plan for severe weather. Planners know that weather can be unpredictable. If your event is held outdoors or involves a large number of outdoor activities, it’s critical to have a detailed weather contingency plan in place. Monitor weather forecasts before (and during) your event and have backup plans ready, such as tents, heaters, or cooling stations. Make sure you have alternative indoor venues or rescheduling options in the event of inclement weather. Using an on-site weather monitoring and alerting service can provide planning teams with the information to take action when needed.

3. Ensure the integrity of structural engineering. For temporary installations and non-traditional spaces, it’s critical to ensure all structural elements meet safety standards. A certified structural engineer should review and approve plans for temporary stages, seating, and any other important setups. This also includes the safety of workers during installation. For example, PRG reviews safety not only for the final build, but also for iterative build phases with engineers and technicians. For larger venues, third-party workplace safety monitors can flag any hazardous practices before injuries or property damage occur.

4. Be prepared for technical glitches. Technical issues can derail even the most carefully planned events. To minimize the impact, thoroughly test all equipment ahead of time. This starts at the warehouse by pre-building control systems, testing product integrations between vendors, and providing technical supervisors with the opportunity to test and organize equipment before it hits the truck. Importantly, always have backups! With integrated power generation and real-time backups for all technical components, including video, audio, and lighting, any glitches will be quickly addressed to ensure a smooth event.

5. Communicate the safety plan. Ensure all staff and key stakeholders are familiar with emergency procedures and their responsibilities. Use multiple communication channels, such as briefings, printed action plans distributed to all event staff, and mobile alerts to keep everyone informed. Clear signage throughout the venue can guide attendees and emergency responders during a crisis, ensuring a coordinated and effective response. Communication and briefings with local emergency response teams will help determine on-site requirements.

6. Train the crisis management team. Every event has its own unique risks, and advanced training can make all the difference. Conduct regular training and drills to prepare event planners for a variety of emergency situations. Employ employees to serve as risk management ambassadors for each situation. Give them the knowledge and tools they need to respond effectively and stay calm under pressure.

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