We share 5 event risk examples & how to manage them

Event risks are an inevitable part of hosting any occasion. 

From unexpected weather ruining outdoor plans to technical glitches causing delays, these can disrupt even the most carefully organized events. In fact, according to Forrester, 41% of organizations have reported experiencing three or more critical risks during their events. 

But don’t worry, we’ve got you covered. In this EventsAir guide, we’ll examine some common event risk scenarios and offer practical solutions to manage them.

5 Event risk examples (and how to prevent them)

1. Weather

The weather is unpredictable. 

Studies have found that 10-day forecasts are only accurate about 50% of the time—and event planning happens on much more extended timelines than that. If you’re planning an outdoor event, the weather is a huge event risk that needs to be planned for.

Common weather-related issues include:

• Precipitation (rain, snow, hail)
• Temperature (heat, cold)
• Strong winds

You don’t necessarily need to prepare for all of these eventualities—just the ones most likely to occur during your event.

How to plan for weather

• Backup venues: Have alternative indoor locations available nearby that can accommodate your event.
• Equipment rentals: Rent tents, heaters, or fans to keep guests comfortable during sudden weather changes.
• Hybrid events: Consider hosting a virtual component of your event in case of extreme weather conditions.
• Insurance options: Keep event insurance options available to compensate for weather-related cancellations or delays.
• Alternate dates: As a last resort, keep your schedule flexible with a rain date. Communicate any change in plans with your guests in advance via email, social media, or text.

2. Poor attendance

The success of an event is highly dependent on attendance. Low (or even less-than-expected) turnout means less revenue for the event and its sponsors, a less exciting atmosphere, and potentially a negative impact on future events. 

This common, highly nuanced issue could fill an entire article. For now, let’s look into a few of the most common causes (along with strategies for avoiding them):

Lack of awareness

This is a simple one—if attendees don’t know about your event, they won’t come! 

To solve awareness issues, you need an effective event promotion strategy that combines retargeting (engaging with attendees from past events) and leveraging various channels like email, social media, and text messaging.

An all-in-one event management platform like EventsAir can help. You can use EventsAir’s analytics tools to identify your target audience based on their interests. We also offer creating and managing email campaigns, letting you send personalized invitations, follow-ups, and last-minute reminders.

Scheduling conflicts

Conflicting schedules can drive attendees away. Before finalizing the event date, carry out small-scale surveys to poll potential attendees about their availability. This ensures that the selected date accommodates most of them, and setting automated reminders can help keep the event on attendees’ radars.

Low interest 

Another reason for low turnout is a lack of interest in the event’s theme or content. Conduct pre-event surveys to gauge interest levels in various event topics to combat this. The feedback can guide your content strategy, allowing you to tailor the agenda to meet attendee expectations and personalize experiences for different segments.

We also recommend analyzing historical event data for insights into audience interests.

Registration process issues

A complicated registration process is a major roadblock for potential attendees.

To avoid this, EventsAir offers a streamlined and customizable registration experience, with various registration types (e.g., complimentary passes, virtual-only) and multiple payment methods to make signing up as easy as possible for attendees​.

3. Budget overruns

Event budgeting is a delicate process that can mitigate risks and also become a risk, especially in itself. To clarify, your budget can become a risk if it’s not carefully monitored and managed​—especially if there are unexpected expenses or revenue shortfalls occur.

How to plan for budget overruns

• Create a detailed budget: Start by outlining all potential expenses, including venue, catering, and marketing costs, to get the full picture.
• Build in a contingency budget: Include a buffer of 5-10% in your budget for unexpected costs. This safety net can prevent you from going over your limit.
• Use past event data: Analyze data from previous events to budget more accurately and avoid underestimating costs.
• Use EventsAir for centralized accounting: At EventsAir, you can track and manage your budget in real-time. With our built-in budgeting and accounting tools, you can have all financial information in one place and make informed decisions to identify potential overruns.

4. Venue cancellations

Venues rarely cancel—but this is definitely a risk that can impact your event. This can include full venue closures, service disruptions, or other issues that may force you to find a new venue at the last minute. 

How to plan for venue cancellations

• Have a backup: Find a backup venue in case of cancellations. This should be in close proximity to your original venue and have similar amenities.
• Consider insurance: It may be wise to invest in event insurance that covers venue cancellations. This can help mitigate financial losses and protect you from unexpected circumstances.
• Negotiate contracts carefully: When signing contracts with venues, make sure to include clauses that address potential cancellations and specify how they will be handled. 

5. Speaker cancellations

A keynote speaker’s cancellation at the last minute can make your event unforgettable—for all the wrong reasons. 

To avoid this, have an emergency plan to address potential speaker no-shows. When selecting speakers, have a mix of confirmed and backup options. Also, make sure you include cancellation clauses in your contracts, and confirm with speakers at regular intervals (e.g., T-30 days, T-15 days) to ensure they are still available and committed to attending.

You can also use an event management tool like EventsAir to manage speaker schedules and quickly update them as needed.

Prevent event risks with EventsAir

Planning for event risks helps you make sure your events are successful and memorable. With an all-in-one event management tool like EventsAir, you can easily track and manage all aspects of your event, plan for risks, and quickly adjust your course.

Sign up for a demo and see EventsAir in action. 

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Disclaimer: This article is intended for informational purposes only and should not be considered professional or legal advice. For specialized expertise in risk management, we recommend consulting a qualified risk management professional or consultant to ensure comprehensive coverage for your event.