8 free or low-cost venues in Dallas TX, US

8 free or low-cost venues in Dallas TX, US

Dallas, Texas, is a fun city to hold an event! This prominent city is known as the home of cultural activities such as art museums, cultural centres, plazas and theatres. Check out our list of Dallas venues that highlight everything that this city has to offer through our low cost and affordable picks!

  1. The Spot Event Venue

The Spot Event Venue is a 2254sq. Ft space fitted for a wide variety of events such as gatherings, intimate celebrations, reception, parties and weddings as they provide tables and chairs with every booking. They can also carry out the design of the event for you personalizing the event to meet your needs. Not just that, the venue offers a projector, whiteboard and they have an in-house photography studio.

Location: 2550  Beckleymeade Avenue Dallas, TX 75237, US
Capacity: Up to 100 people
Price: starts at $100/hour
Travel: Greyhound: Bus Stop near Carniceria Azteca


2. Digital University Studio

Digital University Studio amenities offer a wide range of versatility for any event. With a flexible floor plan which can include a dance floor, TV walls, DJ decks and lighting equipment. It is the perfect location for parties, conferences and media meetings! Digital University Studio offers packages based on your event requirements.

Location: 605  East Palace Parkway  Grand Prairie, TX 75050, US
Capacity: Up to 140 people
Price: starts at $100/hour
Travel: Shady Grove at Story – W – MB near In Motion Trading


3. Stumpy’s Hatchet House Fort Worth-Axe Throwing

Are you looking for an exciting atmosphere and an alternative activity for your event? Stumpy’s Hatchet House Fort Worth-ax Throwing is the place for you. It’s the perfect place to relieve stress and a great way to bond. It is a perfect space for a more relaxed event and can be customized based upon your needs, including tables, chairs, catering and other services.

Location: 824 W Daggett Ave, Fort Worth, TX 76104, United States
Capacity: Up to 20 people
Price: starts at $160
Travel: College & Pennsylvania near College & Broadway bus stop


4. Urban Venue

Urban Venue has 10000 sq. ft and can accommodate any event preferences you plan, whether it’s a photoshoot, workshop, corporate event, movie night, birthday party or receptions. It features a bright open space that can be sectioned off and is a space that encourages interaction between attendees inside the venue. The venue also offers packages that fit any requirements.

Location: 2260 Monitor Street Dallas, TX 75207, US
Capacity: Up to 500 people
Price: Minimum price for 100 guests: $ 4,000
Travel: Commerce at Ervay – E – MB near Ervay at Pacific – N – MB


5. Beehive Dallas

If you are looking for a flexible event space that allows you to take control of your event, Beehive Dallas offers you flexible areas for your vision. They offer four different spaces to serve whatever your preference is, the Deck Meeting Space, Large Event Space, Medium Event Space, Studio, Podcast Studio and Planning Room. With simple furniture and decoration available, it offers space that can be tailored to any event.

Location: 1512 Edison Street Dallas, TX 75207, US
Capacity: Deck Meeting Space up to 75 people
Large Event Space up to 200 people
Medium Event Space up to 50 people
Studio up to 50 people
Podcast Studio and Planning Room  up to 25 people
Travel: Market Center at Industrial – N – FS


6. Topgolf The Colony: Lower Level Lounge

The lower level lounge at the Topgolf the Colony is a semi-private event space featuring lounge furniture and various video games consoles, providing you with an event space that gives your guests good vibes in a relaxed atmosphere. This space can be used for private parties, meetings and more!

Location: 3760  Blair Oaks Drive The Colony, TX 75056, US
Capacity: Up to 82 guest
Price: Starts at $47
Travel: Arbor Creek at Josey – W – FS


7. Soar Creative: Spaces

A spacious location for all types of events — whether educational, creative or artistic! The wide-open space includes two exterior doors allowing for hassle-free loading and unloading of equipment and set pieces. The space also provides climate control, perfect for a hot Texas summer. It is no doubt a convenient location with adequate amenities. The vibe encourages positive verbal interaction in this space and can be customized according to your preferred setup.

Location: 1337  Chemical Street Dallas, TX 75207, US
Capacity: Up to 100 guest
Price: Starts at $125/hour
Travel: Arbor Creek at Josey – W – FS


8. The Captain’s Club at Legacy: High Tops

Are you looking for a space that fits a smaller group? The Captain’s Club at Legacy offers their high tops space for small gatherings. Great for happy hours and negotiations, with sixteen seats and a long broad table featuring a masterpiece of historical art faces, the wood used for concrete formworks and other high-end designs. You will undoubtedly love the casual feeling this venue gives.

Location: 5840 Legacy Circle Plano, TX 75024, US
Capacity: Up to 14 guest
Price: Negotiated Budget
Travel: Communications at Wate -N-NS near legacy at Lone Star-W-NS Bus Stop


This list proves that you don’t need to have a large budget to host an event in the famous Dallas, TX, US. All you need to do is choose the right venue for your event, budget accordingly, and enjoy!

What is an RFP or Request for Proposal?

What is an RFP or Request for Proposal?

Are you hearing Request for Proposal or RFP for the first time? We have listed down and explained everything you need to know about requests for proposals and the significance of having one.

What is an RFP or Request for Proposal?

An RFP is a detailed, comprehensive document that describes what product or service a customer wishes to purchase and how bids will be evaluated. RFPs are used when a company knows exactly what it wants to buy and wants to receive multiple offers.

With a proper RFP, you can secure bids from various vendors. These proposals help you compare skills and rates to find the best partner for your project, helping you to consider your options. Specifying the scope of your requests and requesting specific pricing and service information will help potential vendors deliver bids that meet your specifications. When researching each bidder, a well-defined RFP will save you time.

How do you Construct a Request for Proposal (RFP)?

An introduction is a must at the start of the document. This section of an RFP will include a summary of what the buyer is looking for. It will also frequently have information about the company to provide bidders with context for the project. In addition, information about the company assists bidders in determining whether or not they want to work on their project.

The project’s objectives are frequently the most crucial part of the document. Expectations must be specific, and goals must be unambiguous. The bidder shall use this section to determine the project’s requirements and estimate the project’s cost and time to completion. If a particular method or task must be followed, it is critical to include it here. If this section is unclear, the resulting proposal estimates may not accurately reflect the project’s scope.

Selection criteria
The process for determining how a bidder will be selected is outlined in this section. This section can also include information about the proposed schedule and deadline information. It’s also good to make time for bidders to ask questions about the project.

Project timelines
This section explains how long the project will take and any critical deadlines. Bidders will use this information to determine if they can work within your time constraints. The proposal process is outlined in the final section.

What is included in an RFP?

An RFP typically includes information about the issuing company and its lines of business (LOBs), a set of specifications describing the desired solution, and evaluation criteria representing how proposals will be graded. In addition, the RFP usually includes a section called a “service of work” (SOW) that defines the scope of work or service(s) to be provided. This section discusses the tasks that the winning bidder must complete and a timetable for delivering deliverables.

The request for proposal also contains instructions for bidders on preparing the proposal. This section will provide information on the proposal format and instructions on constructing and organizing the RFP response. It is critical to be mindful of maximizing the effectiveness of organizational processes and best practices when writing an RFP and SOW.

Importance of RFP, and who uses them?

An RFP announces the start of a project and invites qualified candidates or suppliers to bid on the work. It also makes the process more competitive, expected to keep project costs low.

A formal RFP may be required in some cases due to the complexity of an IT project. When looking for an integrated solution that requires multiple technologies, vendors, and potential configurations, a company can benefit from various bidders and perspectives requiring numerous technologies, vendors, and possible designs. A company that is transitioning from a paper-based system to a computer-based system, for example, may request bids for all hardware, software, and user training required to set up and integrate the new system.

The ability with which a customer can create an RFP can impact the quality of a bidder’s response and, as a result, the success or failure of the resulting IT solution. For example, when designing and implementing a solution, a bidder may miss the mark if the specifications are vague. On the other hand, excessive details and restrictions limit the bidder’s creativity and stifle innovation. To receive a quality response, businesses must establish clear expectations with vendors.

To Conclude

The RFP process can appear to be complex and time-consuming. However, if you include your requirements in the RFP, finding the best vendor for your project will be much easier. Applying for a project through an RFP can also help you outline all of the benefits your company can bring to a project.

9 free or low-cost venues in Rome, EU

9 free or low-cost venues in Rome, EU

Welcome to the historic and largest city of Italy! In Rome, you will experience tranquillity and luxury as you’ve never before, with its inspired classical architecture and incredible views of venues. Spice up your event by looking at our top affordable picks for the best venues!


  1.  Aleph Rome hotel, Curio collection by Hilton

Aleph Rome Hotel, Curio Collection by Hilton is a gorgeous historic venue. It offers spaces for event planners who wish to have a classical environment with minimal setup. The event space features a reposeful environment with the finest setup. The hotel features flexible spaces that can accommodate intimate events of up to 100 guests. It also has a Basilio Suite on the fifth floor and features exclusive meeting space for boardroom meetings of up to eight.

Location: Via di S. Basilio, 15, 00187 Roma RM, Italy
Capacity: Up to 100 guest
Price: Reservation starts at €468
Travel: From Roma Termini – Near Barbirini


2.   Horti Sallustiani

Horti Sallustiani is a historic hall and can host up to 48 people sitting and 102 people standing, depending on the event requirements. The building is the last remnant of an ancient park with extensive restoration; it provides an impressive setting for any event. It comes with professional gallery lighting and a versatile setup. Enjoy the ancient ambience as you plan an unforgettable gathering.

Location: Piazza Sallustio, 21, 00187 Roma RM, Italy
Capacity: Up to 150 people
Price: Starts at €182/night
Travel: Near Piave/Belisario Bus Stop


3.   Impact Hub Rome

An inspiring environment with a well-equipped space, Impact Hub Rome has a space for you. Depending on your needs, you can simply rent a desk or the entire space. Featuring a modern and warm atmosphere for any event, including a training seminar or a boardroom meeting, this creative and functional space is perfect for you.

Location: Via Palermo, 41, 00184 Roma RM, Italy
Capacity: Up to 50 people
Price: Starts at €267/month
Travel: Near Fori Imperiali Bus Stop


4. Hotel Colosseum Rome

The Hotel Colosseum is a modern space that offers an exclusive panoramic terrace filled with a peaceful and quiet atmosphere. The space can be personalized and arranged in a way that works for your event. Price ranges depending on the number of attendees and is ideal for work meetings, team building activities, or cocktail events with a larger group of people.

Location: Via Sforza 10, Rione Monti, 00184 Rome, Italy
Capacity: Up to 30 people
Price: Reservation starts at €3103 for 30 adult
Travel: Roma Tirmini Bus Stop – Near Cavour/Quattro Cantoni


5. Fragrance Hotel St.Peter

Based in the centre of Rome, just a short walk away from the Vatican, the Fragrance Hotel St. Peter in Rome offers a minimalist environment to host your event. With beautiful, vaulted ceilings and decorative floor tiling, it provides an impressive backdrop for any event. With spaces to hold up to 30 people, it is perfect for an intimate event or gathering.

Location: Via di Monte del Gallo 36, 00165 Rome Italy
Capacity: Up to 30 people
Price: Reservation starts at €619
Travel: Near Monte del Gallo


6. The Beehive

Looking for an event space with a homely atmosphere, look no further than The Beehive. Open since 1999; it offers an area that is casual and colourful, providing a happy space and great atmosphere for a small scale and intimate event. It’s a great space that allows your guests to relax and focus on quality time. Feel at home away from home whilst being immersed in the beauty of Rome.

Location: Via Marghera 8 – 00185 Rome
Capacity: Up to 25 people
Price: Reservation starts at €95 (Base on Average Rate for Standard Room)
Travel: Roma Termini – near terminal A Hop-On-Hop-Off Bus


7. Capo D’Africa Hotel – Colosseo

Looking for an event space to host your business event? Look no further than the Capo D’Africa Hotel. With a curved ceiling and decorative LED ceiling lighting, it provides a professional and stylish environment. The space can accommodate up to 16 people around the board room style table, with plenty of extra space for mingling after the event.

Location: Via Capo d’Africa, 54, 00184 Roma RM, Italy
Capacity: Up to 30 people
Price: Reservation starts at €1761
Travel: Near terminal Capo d’Africa 34


8. Stadio di Domiziano

Stadio di Domiziano is an underground level of Piazza Navona, providing an awe-inspiring event location allowing guests to admire the ancient ruins of the athletic stadium throughout the event. This space holds up to 90 guests and is an amazing space for a sit-down dinner or any other corporate event set in the heart of Rome.

Location: Via di Tor Sanguigna, 3, 00186 Roma RM, Italy
Capacity: Up to 90 people
Price: starts at €13,00
Travel: C.So Vittorio Emanuele/Tassoni – Near Senato bus stop


9. Le 7 Fonti

Le 7 Fonti is set in a beautiful location surrounded by woodlands creating a relaxed environment for all your guests. The La Limonaia room is a greenhouse-style room allowing vast amounts of natural light into the space during the day. With large wooden tables built around lemon trees, there is very little needed in decoration or set up for an event. It is a great event space for any type of dinner and allows guests to dine under the stars at night.

Location: Via del Prato della Corte, 275, 00123 Roma RM, Italy
Capacity: Up to 6 people
Price: starts at €1572
Travel: Ss.73 Loc. Le Fonti bus stop – near Amelia Mura bus station


Rome is such a cultural city, and we hope this list of venues helps plan a successful event. With event spaces all over the city, we hope these affordable venues help you with your plans.


What is a conference pack?

What is a conference pack?

Conferences are a big thing for any industry, both literally and figuratively. This is where people in any particular industry, from the experts to the small-time startups and entrepreneurs, gather together. Talks and seminars happen in conferences where they tackle problems and discuss innovations that help the participants. It’s also an excellent opportunity for business leaders to network and meet fellow industry people.

And whether you are planning an IRL conference or a virtual one, as an event planner, there are some things you need to prepare. And not the least of which is a conference pack. While some virtual conferences don’t need to give out these things, many are now planning face-to-face conferences (with some restrictions), for which conference packs are a must. In this article, we’ll be breaking what a conference pack is, why we need to make them, and what should be included in one.


What is a conference pack?

According to termwiki, a conference pack is “generally a comprehensive collection of conference documentation and event materials within a bag, binder, envelope or folder.” In simple terms, it contains important documents that inform the recipient of what the conference is about and what happens during it. These documents include the conference program, maps of the venue or the city, speakers’ notes, and other important information. Since these events are huge and may involve people from different parts of the world, conference packs benefit even out-of-town participants.


Making a conference pack

Now that we know the importance of creating one, we’ll tackle making one. As we mentioned above, a conference pack contains valuable information about the conference for the participant. But aside from that, you may also include a few more items if you can that will bring more value to your kits. The more satisfied your guests are with your kits, the better.

So what should be included in your conference packs? Here’s a list that you can use as a reference or checklist.

  • Conference program
  • Name tags
  • Registration packets
  • Speaker biographies and notes
  • Map/s (conference rooms/building/city)
  • List of participants
  • Notepads
  • Pens
  • Contact information of organisers and emergency services
  • Promotional items from the host and sponsors
  • Evaluation form

These are just some items you can include in your conference packs. Feel free to add more or combine some of them into one.

And because they have so much value for the conference attendees, careful planning and packing is a must when making one for your event. Not only that, but a professional-looking conference pack will add to the credibility and authority of those who are hosting it. As well as lets the participants know that the planners are taking care of them. As an event planner, your guests’ comfort and wellbeing should be a priority, right? So keep that in mind when making your conference packs. Cobbling together a kit will lead to a failure of an event.


Tips for putting together an organised conference pack

While you may already know what you want to include in your conference pack, here are some tips to keep them organised and ensure that your kits don’t contain too much or too little.

Folders or binders?

Putting together a conference pack will cost you, especially if your event will have many attendees. Thus, depending on how long the conference will go, you may need to choose where to keep those informational materials. If your event goes for a day or two, folders are a more affordable choice. But if the event goes for longer, binders are ideal as they can keep papers neatly organised and tidy. Don’t forget to include blank paper or a notepad and a pen for the participants to use.

Create a detailed schedule/program

Conference attendees will be referring to the program most of the time. It’s packed with information that includes the speakers’ names, presentations, the time and place of their seminars, and more. Still, the ideal schedule should be concise and only one page. If you need to include more details, they can be contained in other materials within the pack. But once you’re placing the materials in the conference pack, the program should be on top.

Keep the design simple and consistent

Often, simple design is more effective than a cluttered look. So don’t go over the top with fonts and images with your informational materials. Instead, use a simple layout with standard fonts, colours, and imagery. Moreover, keep each document consistent and grouped. For example, speaker biographies should all be in the same format, and you should format the list of sponsors the same way to avoid bias or preference.



The way you present your conference packs and the quality of the prints or other items also brings a message to the participants. It shows your professional attitude towards the industry and how much you value the participants who attended.


References: How to Create a Pack for a Business Conference – The ultimate guide to printed conference folders and delegate packs

10 Affordable Event Caterers in Chicago IL, US

10 Affordable Event Caterers in Chicago IL, US

Did you know that Chicago was voted best big city in the US for five consecutive years? It’s clear how genuinely well-loved the city is by locals and tourists alike. With its unique neighbourhood and spaces with an amazing vibe and personality, it’s also no surprise that it is a hotspot for events by clients and event planners alike. So, if you’re planning an event in Chicago and you need an affordable event caterers in the area, we have listed down your top 10 options below:

1.   Jewell Events and Catering

If it’s a trusted event catering you want with 50 years of experience, then Jewell Events and Catering is the right caterer for you. They offer their services for special events and weddings. Their clients range from corporate, philanthropic, social and arts organisations/individuals. They provide creative, cutting edge cuisine paired with seamless execution.

For information about their packages and menus, you may contact their team.


2.   The Hearty Boys Caterers

The Hearty Boys is a nationally recognised catering company, mainly attributed to its signature style that blends contemporary urban sophistication with casual charm. One of Chicago’s best-known catering companies headed by Chefs Dan Smith and Steve McDonagh – a couple for 25 years. It’s a family run business with both the chefs involved in every step of your event, from initial menu creation to final meal preparation.

Below are the packages/menu they offer:

  • Weddings
    • Passed Hors d’ Oeuvre
    • Stationed Hors d’ Oeuvre
    • Seated Dinners
    • Buffet Stations
    • Speciality Stations
    • Late Night Bites
    • Sweets
  • Corporate
  • Social
  • Beverage


3.   Cocina Fusion

With more than ten years of experience, Cocina Fusion is a full-service Chicago catering company that specialises in a wide array of culinary expressions. They cater to events such as weddings, corporate, non-profit, and social. In addition, they offer complete dinner services, interactive dinner stations, brunch menus, bar services, and late-night snacks.

Below are the packages/menu they offer:

  • Latin & American Fusion
    • stuffed chicken
    • chimichurri steak
    • cod au lemon
    • stuffed poblano pepper; and more
  • Traditional Mexican
  • Taco Bar
  • Italian


4.   Unforgettable Edibles Catering

This full-service catering services company has been a certified women-owned business for over 30 years. They can create custom menus for various events, such as corporate, weddings, or social events, to fit the client’s budget, unique taste, and dietary requirements. They provide delicious food, beautiful presentation, and friendly staff to complete the recipe of a successful event.

Below are the packages/menu they offer:

  • Social Packages
    • Breakfast
    • Boxed Lunches
    • Display Sandwiches
    • Pre-Set Menus and Ala Carte Items
    • Buffet, Entree and Sides
    • Hors D’oeuvres
    • Sweets, Snacks, and Beverages
  • Wedding Packages
  • Corporate Packages


5.   Naveen’s Cuisine

Naveen’s Cuisine is Chicago’s best recreational cooking school. But, of course, they also provide catering services to events that need it. The team, headed by Chef Naveen, will be happy to help you prepare the right menu then prepare and serve them during your event. In addition, as they have been in the industry for 16 years, the team is well-experienced to cater private parties to large events.

For more information about their catering packages and menus, contact them over their website.


6.   Blue Plate Catering

For over 35 years, Blue Plate Catering has been one of Chicago’s most trusted catering services, with approximately 186 square metres of service facility. It’s in this state-of-the-art facility that they cook safe and healthy food for their customers. In addition, they have a team of specialists that will help cater for events of all shapes and sizes, from corporate meetings to galas and other social occasions.

For more information about their catering packages and menus, contact them over the phone (312.421.6666) or connect with them through their social media accounts, such as Facebook or Instagram.


7.   J&L Catering

Owned by Ted Grady and Chef Kevin Kelly, J&L Catering is another long-reigning catering services company in Chicago. It has been in the industry for more than 31 years with the goal of bringing freshness and creativity to each client’s custom catering needs. They also work closely with local and organic vendor partners, ensuring that their ingredients are sustainably and responsibly sourced.

Below are the packages/menu they offer:

  • Weddings
    • Spring Wedding Menu
    • Summer Wedding Menu
    • Fall Wedding Menu
    • Winter Wedding Menu
    • Globally-inspired Wedding Menu
  • Social Events
  • Corporate


8.   Honest Foods Catering

Honest Foods catering offers inventive and intuitive menus to events. Whether it be private dinings, extravagant weddings, or regular corporate events and meetings, the team will make sure you will enjoy only delicious and fresh food. They also offer onsite catering through their Step-Van that boasts two full-size ovens, ready to cook good food.

For more information about their catering packages and menus, contact them over their website.


9.   D’absolute Catering

D’absolute Catering can accommodate events ranging from 15 to 1000 guests. Since all events have their own catering needs, they take their time to customise and personalise menus and services for each event. They offer Full-Service Catering, Outdoor Events and Picnics, Drop Off and Set-Up Services, and Premium Bar Service.

Below are the packages/menu they offer:

  • Full-Service Catering
    • Hors D’oeuvres
    • Stations
    • Salads
    • Entrées
    • Late Night Snack
    • Bar Selection
    • Buffet Menu
    • Seated Dinner
    • Stations Menu
  • Drop Off and Set-Up Services


10.   Pinstripes

Pinstripes offers dining, bowling and bocce all in one location. The space can host events, and you can also hire them for catering services. However, they are also not remiss in offering catering services to various events all over Chicago. They are deemed a local lunch catering company in the city for their selection of menus that can be customised through its Create A Plate Packages.

Below are the packages/menu they offer:

  • Breakfast
    • Breakfast Bagels
    • Breakfast Platters
    • Breakfast Sandwich Platters
    • Individual Items (e.g., Fruit bowl, granola and yoghourt parfait)
  • Lunch
  • Party Platters
  • Create A Plate


As a bustling city, it is no surprise that Chicago is filled with events big and small. As an event planner, you need to have event caterer partners that you can trust to provide delicious food for your clients with due diligence when it comes to requirements, special diets, and more. With that, we hope that our list above can help you find the best caterer for your future events.

What is a crisis management plan?

What is a crisis management plan?

For many event planners, it is a dream to have an event go as smoothly as they envisioned. But unless they can see into the future, most planned events don’t always go our way. Accidents and last-minute crises happen. If they are not resolved immediately, the whole event can go awry. That’s why having a crisis management plan is essential to minimise the risks and accidents. It’s also a helpful guide for handling an unfortunate situation so planners and hosts can promptly address incidents.

In event planning, practicality and being prepared is king. And quick-thinking skills can only be enhanced by having a crisis plan for every event you organise.

What is a crisis management plan?

A crisis plan or crisis management plan outlines the responses to a critical situation that would negatively affect an organisation or an event. In terms of event planning, a crisis plan lays down the possible crisis that may arise and the appropriate reactions or solutions for them.

A crisis can happen anywhere at any time. And the event industry is no stranger to those.

Why crisis management is important

With a crisis plan, you can avoid both significant problems that arise as well as minor hiccups that may sneak up on you. For instance, what would you do if the participants got held up by the entrance because your check-in software suddenly did not work? Or what if the keynote speaker did not show up? These are only a few of the possible scenarios that can come up. Other significant problems like natural disasters, security issues, medical accidents, etc., can also affect a planned event big time, which is why as an event planner, having a crisis plan in place is of utmost importance.

Moreover, mishandling crises can also incur planners additional costs, mess up the timings or even increase delays of planned activities or talks, and most importantly, compromise the guests’ level of satisfaction. This could seriously affect the image of the companies involved in the event. And poor handling of unfortunate events can leave an indelible mark on the hosts’ reputation and the event planners themselves.

Purpose of a crisis plan

Now that we know the importance of crisis management, creating a crisis plan should follow. A good crisis plan must be tailored to a specific event, be it a meeting, a conference, a trade show. And with the help of partners or sponsors and public safety departments, an event planner should identify all possible emergencies. When creating a plan, the organiser should also consider the audience or participants, both the size and the demographics.

Preparing for crisis management

Creating a thorough crisis plan

A good crisis plan specifies all the rules that need to be followed, and it also considers a wide variety of possible crises and their corresponding responses. For a specific program for a particular event, you will need to adapt your plan to cover the distinctions of that area and the client and hosts.

For example, consider these questions when creating your crisis plan:

  • What resources are available in the venue/location to help deal with an incident?
  • What are the closest medical facilities? Their hours of operation?
  • Where is the nearest embassy, and how can you contact them?

Crisis communications

The key to effective crisis management is communication. Especially so if you’re handling a big event since one person can’t be in many places at once, communicating with your team is essential. When establishing crisis communications, you can first identify the event audience. Which ones are the attendees, partners (speakers, sponsors, exhibitors), suppliers (security, logistics, venue staff, catering), journalists, and colleagues?

Next, you assign an audience’ owner’ from your team as the primary contact points for each category. These owners should also create the contact lists of the audience they’re assigned to and collate them into a database or registration software so you can easily update this information.

Have a transparent chain of command

Have a tiered plan that details decision-making and escalation in an emergency. First, it needs to be clear who needs to be involved when resolving the crisis and who needs to be contacted to make a decision. This is a standard approach and should be established on-site. Doing so provides clarity of command and lets your staff operate in an organised manner.

Aside from the internal team, the event partners and sponsors should also know who to contact first from your team if an emergency arises. Doing a program pre-con is an excellent way to establish this. If your client has their own security or risk management team, you should also determine their place in the chain of command and identify which situations they will handle and which ones need your team’s attention.

Collect necessary information and documentation

Gathering the attendees’ information and documenting it is vital to communicate with them if an incident occurs. That means collecting their contact information and their emergency contact information.

And suppose you have attendees flying in from overseas. In that case, we also recommend you collect information such as passport details in case of an incident that requires contacting their country’s embassy. Gathering information and documentation is key to protecting your team legally.

Event crisis plan flow


  • Prevention: assessing risks, diagnosis of possible situations, a roadmap to action
  • Transparency clarity in decision making
  • Crisis management plan


  • Find out the facts
  • Track solutions
  • Communicate about the efforts with clear messages
  • Speak simply and avoid technical terms
  • Monitor media and public relation
  • Have a single spokesperson
  • Have a public response ready

After the crisis

  • Discuss the case and document it
  • Update your crisis plan according to the outcome
  • Transform the situation into an opportunity


In any event, whether big or small, being prepared is key to ensuring that things go as smoothly as possible. And while we can’t prevent accidents from happening, we can surely anticipate them and resolve them with a good crisis plan.