1. Basic risks when organizing events

Event risks are unexpected or unpredictable situations that may occur during the organization and implementation of an event. These can be security issues, weather, technical equipment, service provision, or even human-related event risks such as accidents, violence or health problems. If the event risks  are not handled and managed well, the event risks  can affect the success of the event, causing financial loss, reputational loss and even life-threatening and safety of employees and customers. The assessment and management of event risk  is critical to ensuring that events are organized safely, efficiently and successfully. Event risk countermeasures may include adequate planning, security controls, staff training, emergency scenarios preparation, and insurance policies.

Organizing an event is a job with many potential factors and risks. Some common risks when organizing an event include:

• Event risk on personnel: To manage the personnel team in the event is a very complicated process because this is not only the management of people but also the management of costumes and schedules. Personnel may lose information about the venue, dress in the wrong mood & tone of the event...
• Scenario/content event risk: A basic but very difficult thing to avoid is that the MC script misreads the names of delegates, guests, etc., or an unexpected change in the organizational timeline requested by the client. during the event..If you don't grasp the program quickly, you will not be satisfied with the customer…
• Financial event risk: Financial risk can occur when the cost of organizing an event exceeds the expected budget or when there are not enough financial resources to cover the cost. This may result in the event not being held or the organization not meeting the desired standard.
• Time-related event risks: Some time-related risks include delaying the event, or not completing the event preparations in time. This can lead to a decrease in the attractiveness of the event or even cancellation.
• Security and safety event risks: Security and safety risks include the occurrence of an accident, fire, bomb, or security issue that makes attendees feel unsafe. This can cause anxiety, fear, and possibly the cancellation of the event.
• Venue event risks: Event venues can be exposed to risks such as insufficient seating, insufficient space, or insufficient facilities. This can reduce customer comfort and satisfaction.
• Partner service delivery event risk: If a partner fails to provide service on time or the quality of service is unsatisfactory, this can cause trouble and customer dissatisfaction .
• Event risk on weather factors: for outdoor events, weather issues play an extremely important role, we always need plans to prevent unexpected factors.

These risks can negatively affect the event and expose the event organizer to financial, reputational and customer damage. To minimize risk, the event team needs to practice thorough event planning, ensure adequate resources to deal with potential issues, and be prepared for schools at all times. emergency case.
 

2. Suggestions to help you limit risks when organizing events

Minimizing event risk is important to ensure that the event is held safely, efficiently and successfully. Event risk management helps to reduce the negative effects of unexpected events, minimize unexpected costs, and increase the trust and confidence of customers and staff during the event. In addition, limiting event risk can help enhance future event growth. When an event is held successfully and safely, it creates a positive impression on customers and employees, and increases the likelihood of attracting interest and sponsoring future events.

Here are some tips at BnD Media that have been applied to limit risks during the event

• Detailed planning: Before starting to organize the event, make a detailed plan that includes activities, budget, time and other factors. Detailed event planning helps you manage and control elements of your event and reduce risk.
• Use the services of professional suppliers: Look for professional and reliable service providers such as suppliers of sound, lighting, equipment, decorative items, etc. This helps you to ensure the quality of the event and minimize the risk when organizing the event. Equipment inspection and safety: Inspect and prepare equipment prior to the event to ensure it is in good working order and does not pose a danger to customers. Please ensure the safety of everyone participating in the event.
• Have a contingency plan: Make a contingency plan to deal with emergency situations like accidents, bad weather, etc. Being prepared in advance helps to reduce risk and ensure a smooth event.
• Ensure communication: There is an effective communication system between all the stakeholders in the event such as the organizing team, service providers, customers, etc. Helping you handle emergencies quickly and reduce risk.
• Retest all work: If possible, retest all work before and during the event to make sure everything is working properly and without risk.
• Extend latency: Allow time for prep activities to ensure you have enough time to handle emergencies and reduce risks.

Event risk management is not a complicated job, but requires event professionals to be attentive and cautious in each position. Every business needs to optimize risks to build a brand and keep credibility in the hearts of customers using the service.

Please contact BnD Media for great options for the upcoming event!

BnD Vietnam Media and Entertainment Services Joint Stock Company

Mobile: 0979.520.026

Email: info@bndvietnam.vn

Add: 151 Vuong Thua Vu, Thanh Xuan, Hanoi.