Mitigating Event Risks: Lessons from Emi Perez-Fragero

Freddie interviews Emi Perez-Ferago on the latest episode of 'WHEN SH*T GOES WRONG AT EVENTS'.

In this conversation, Freddie takes a deep dive into the life of a fellow co-founder in the events industry. The Marble Group focusses on strategy, marketing, experience and creative to B2B brands and agencies and Emi has been instrumental in it's growth and success over the years, but that hasn't come easy! Hear Emi talk about the highs and lows of event organising in her time at The Marble Group.

Listen here.

Emi's Key Learnings from her work at The Marble Group

1. Don't assume
2. Triple check
3. Work to live, not live to work
4. Stay interested
5. Never leave a man down
6. Broach things with a smile

The Importance of Risk Assessment in Event Planning

Risk assessment is a crucial step in event planning as it helps identify potential risks and hazards that could disrupt the smooth execution of an event. By conducting a thorough risk assessment, event organisers can evaluate the probability and impact of various risks, allowing them to prioritise and allocate resources accordingly. It involves analysing factors such as the venue, weather conditions, crowd management, security, and logistics to identify any areas of concern.

One of the key benefits of risk assessment is that it enables proactive decision-making and the implementation of preventive measures. By identifying potential risks early on, event organisers/planners can take necessary precautions to minimise the likelihood of incidents occurring. This includes measures such as implementing safety protocols, conducting training sessions for staff and volunteers, and ensuring compliance with relevant regulations and standards.

Furthermore, risk assessment also plays a vital role in ensuring the safety and well-being of event attendees. By identifying and addressing potential risks, event organisers can create a secure environment that minimizes the chances of accidents, injuries, or other mishaps. This not only protects the attendees but also enhances their overall experience, leading to greater satisfaction and positive word-of-mouth for future events.

Implementing Comprehensive Insurance Coverage

Comprehensive event insurance for UK events is an essential component of event planning, providing financial protection against unforeseen circumstances and potential liabilities. It serves as a safety net that can help event organisers mitigate the financial risks associated with event planning and execution.

When selecting insurance coverage for an event, it is important to consider the specific needs and requirements of the event. This includes assessing factors such as the size of the event, the type of activities involved, the number of attendees, and the location. Vento Insurance can help the event organiser to understand the unique risks associated with event planning and can tailor coverage accordingly.

Some common types of insurance coverage for events include public liability insurance for events, which protects against third-party claims for property damage or bodily injury, and event cancellation insurance, which provides coverage in the event of unforeseen circumstances that force the cancellation or postponement of an event. 

Creating Contingency Plans for Potential Risks

When creating a contingency plan, it is important to identify the potential risks and hazards that could arise during the event. This includes considering factors such as severe weather conditions, power outages, medical emergencies, or technical failures. By understanding the specific risks associated with the event, organisers can develop strategies to mitigate these risks and ensure a smooth and successful event.

Contingency plans should include clear and actionable steps that outline how to respond to different scenarios. This may include protocols for evacuations, alternative venue arrangements, communication plans, and backup equipment or resources. It is crucial to communicate the contingency plan to all relevant stakeholders, including staff, volunteers, vendors, and attendees, to ensure a coordinated and effective response in the event of an emergency.

Creating and implementing a comprehensive contingency plan demonstrates a proactive approach to risk management and reinforces the commitment to the safety and well-being of event attendees. It allows event organisers to effectively handle unexpected situations and maintain the overall success and reputation of the event.

Learning from Past Event Failures

One approach to learning from past event failures is conducting a post-event evaluation or debriefing session. This involves gathering feedback and insights from key stakeholders, including staff, volunteers, vendors, and attendees, to identify areas of success and areas that need improvement. It is important to create an open and non-judgmental environment that encourages honest feedback and constructive criticism.

During the evaluation process, organisers should analyse the root causes of any failures or incidents that occurred during the event. This may include examining factors such as inadequate planning, poor communication, lack of contingency measures, or insufficient resources. By understanding the underlying causes, event organisers can develop strategies to address these issues and prevent similar failures in future events.

In addition to conducting post-event evaluations, event organisers can also learn from the experiences of others in the industry. This includes attending industry conferences, networking with peers, and staying updated on best practices and emerging trends in event planning. By learning from the successes and failures of others, organisers can gain valuable insights and enhance their own event planning processes.

Continuous Evaluation and Adaptation to Minimise Event Risks

One aspect of continuous evaluation is conducting regular risk assessments, even after the initial assessment has been completed. This allows event organisers to identify any new or emerging risks that may have arisen since the initial assessment. By regularly reviewing and updating the risk assessment, organisers can ensure that their risk management strategies remain relevant and effective.

In addition to risk assessments, event organisers should also establish a feedback loop with key stakeholders, including staff, volunteers, vendors, and attendees. This can be done through surveys, feedback forms, or post-event debriefing sessions. By gathering feedback and insights from those directly involved in the event, organisers can identify any areas of improvement and make necessary adjustments to minimise future risks.

Furthermore, event organisers should stay informed and updated on industry trends, regulations, and best practices related to event planning. This includes attending conferences, participating in industry forums, and networking with peers. By staying connected to the industry, organisers can gain valuable insights and knowledge that can help them adapt their strategies and approaches to minimise event risks.

Continuous evaluation and adaptation are essential components of effective risk management in event planning. By remaining vigilant and proactive, event organisers can stay one step ahead of potential risks and ensure the success and safety of their events.