A lot can happen when planning and executing an event, and as the event planner, you need to consider everything to make sure that everything goes smoothly and that everyone is safe. With so many risks, how do you make sure that you have an eye on all of them? More than that, do you also have the correct procedures to deal with them if they happen during the event? This is where the risk register/assessment comes in. This blog will define “risk register/assessment” and a simple guide you can follow to create one as the event planner.
A definition
A risk register/assessment is commonly used in project management and risk management. Its primary role is to identify potential risks. Sometimes, it’s made to pass regulatory requirements, but it’s always a helpful tool whether required or not.
A risk register should be a part of your risk management plan, which helps make sure that everything goes according to plan during the event. Other than identifying risks, it also helps you manage those risks and deal with them if they should happen.
Admittedly, you can’t always anticipate every risk that might happen during an event’s planning, execution, and closing. But, with a risk register in place, you can track each known risk and be able to respond quickly in case they become a real problem at your event.
How to create a risk register for your events
So, now that you know what a risk register is let’s talk about how you can create your own with this simple guide.
1. Brainstorm potential risks
Get your team together and brainstorm possible risks that may come up pre, mid, and post-event. Ask your various event team members to get their ideas on what risks they may face in their particular job.
For instance, when planning an outdoor event, a potential risk may be a change in weather. So, you’ll need to make sure that you have a backup plan that agrees with your client.
2. Define each risk
When identifying risks, make sure to be thorough when describing them so you understand whether they are a real issue or not. Following our weather risk example during outdoor events, don’t simply write “weather”. Instead, be specific and say, “event date is near the start of the rainy season, so possible quick weather changes despite an all-day sunny weather forecast.”
3. Identify risk impact
If you successfully describe each risk, you will need to have a clear idea of how it will impact your event. Going back to our weather risk example, a change in weather is clear to have a massive impact on your event as it will force guests to change location. Or, when you’re currently filling the area with decorations, and it rains, it may damage the decorations and derail all your efforts so far. With that, “weather” is a risk with a high level of impact.
Also, there are three levels of risks – high, medium and low. Categorising risks through these levels will make the next step much easier.
4. Make a risk response plan
So, you identified and defined risks and specified their impact level; the next step is to create a response plan for each risk. This is another essential part of your risk register, as it will need a lot of time and effort to plan it properly. You’ll need to be thorough but straightforward without being too excessive. Make a plan that you can implement quickly if the risk becomes a real problem.
Categorising the risks into low, medium and high also helps to understand the amount of effort to the response plan. For example, if the risk is high level, you will want to address it immediately and put it before other risks that may be low or medium.
5. Assign risk owners
And finally, assign owners to risks. This is an excellent way to delegate and ensure that every risk is well accounted for. Ensuring that potential risks are quickly mitigated before they become irreversible.
Event planners are always busy, and a slight hurdle can be disastrous when not solved immediately. But with an effective risk management plan in place, you can be more confident that your event will proceed smoothly, pre-, mid-, and post-.
