Free Marketing Event Contingency Plan Outline Template
MARKETING EVENT CONTINGENCY PLAN OUTLINE
I. Introduction
1. Purpose of the contingency plan.
2. Brief overview of [Your Company Name]'s event marketing activities.
II. Event Details
1. Outline the details of the event
III. Potential Risks and Contingencies
A. Bad Weather
1. Secure an alternative indoor venue.
2. Notify attendees 48 hours in advance via email, social media, and website announcements.
B. Technical Failures (Audio/Visual)
1. Hire a backup tech support team and have backup equipment on standby.
2. Instantly address the situation through on-stage announcements and provide regular updates.
C. Speaker/Presenter Cancellation
1. Have a list of backup speakers or offer pre recorded sessions.
2. Notify attendees as soon as possible through the event app, email, and announcements.
D. Health and Safety Concerns
1. Convert to a virtual event or implement strict health protocols.
2. Send out health guidelines and any changes to the event format two weeks prior.
E. Security Threats
1. Increase on-site security and coordinate with local law enforcement.
2. Alert attendees without causing panic, provide safety guidelines.
IV. Communication Plan
A. List of team members responsible for communication during contingencies.
B. Outline the channels of communication to be used.
V. Backup Suppliers and Contractors
A. List of alternative suppliers for catering, decor, tech, etc.
B. Contact details and their expected response time.
VI. Evaluation and After-action Report
A. After the event, assess how the contingency plans worked.
B. Gather feedback from attendees, staff, and vendors.
C. Create a report to improve future contingency planning.
VII. Conclusion
A. Reinforce the importance of being prepared.
B. Encourage all teams to be proactive in identifying potential risks and solutions.
VIII. Appendix
A. Detailed contact list for all event stakeholders.
B. Templates for emergency notifications.
C. Checklists for each contingency scenario.
