Managing event risk in 2026: A complete guide for event planners

Event risk isn't just about worst-case scenarios—it's any factor that could derail your schedule, increase costs, or harm your attendees' experience. To manage risk effectively, it helps to break it down into four types: external, internal, hidden, and emerging. Each requires a different approach to spotting and controlling potential problems.

These risks come from outside forces that planners can't prevent but must prepare for:

• Weather emergencies and natural disasters: Extreme heat, flooding, or wildfire smoke can disrupt even the best-laid plans
• Transportation strikes and infrastructure failures: Airport delays, rail shutdowns, or local road closures can cut attendance or delay suppliers
• Public health disruptions: Seasonal outbreaks or local food safety incidents can reduce staffing or attendance
• Economic and political instability: Elections, protests, or sudden regulation changes may affect travel, costs, or event safety

These are tied to the choices you make and how the event is executed:

• Venue-related issues: Capacity problems, accessibility gaps, or overlooked structural concerns
• Staffing problems: No-shows, undertrained staff, or weak security coverage
• Vendor and supplier failures: Last-minute cancellations, delays, or quality issues
• Equipment malfunctions and technology breakdowns: Digital signage malfunctioning, lighting issues, or AV failures
• Crowd management and behavior issues: Poor traffic flow or disruptive guest behavior creating safety concerns

These don't show up on a typical event checklist but can cause lasting damage if ignored:

• Data breaches and privacy violations: Vulnerabilities in ticketing systems, Wi-Fi, or event apps
• Social media crises and reputational damage: Negative posts or viral incidents that overshadow the event
• Technology glitches: Registration errors, Wi-Fi outages, app crashes, or other system failures that disrupt the attendee experience
• Currency fluctuations for international events: Shifting budgets and unexpected vendor costs
• Permit and licensing complications: Missing approvals that delay or cancel the event

New technologies and shifting global realities create risks that didn't exist a few years ago:

• AI-driven fraud or misinformation: Fake ticket scams or impersonation campaigns tied to events
• Climate-driven volatility: Increasingly unpredictable weather patterns are making planning less certain
• Hybrid event vulnerabilities: Technical failures in streaming or cyberattacks on virtual platforms
• Accessibility compliance: New regulations like the EU's accessibility law require event apps and digital platforms to be fully accessible to all participants

Beware: Events are now a hotspot for spammers

Risks often start days in advance with fake domains and phishing campaigns. For instance, the ECMWF Annual Seminar warned participants about scam emails from a fake "Global Travel Experts" company soliciting reservations.

Even simple things like public Wi-Fi, check-in apps, smart badges, or interactive kiosks can be hacked. On top of that, attendees and staff using personal devices, USBs, or mobile hotspots can accidentally introduce malware or give hackers a way into your network.

Event risk management is the process of spotting potential problems before they happen, evaluating their impact, and putting measures in place to prevent or minimize disruption. In this guide, we'll introduce a three-stage framework that helps you prepare for and respond to event risks.

Step 1: Conduct a risk assessment for your event

Start by listing everything that could go wrong. Think about injuries, damage to equipment or the venue, and anything that could hurt your finances or reputation.

Ask simple "what if" questions: What if the power goes out? What if key staff don't show up? What if there's a sudden storm? Include every part of the event—before, during, and after. Brainstorm with your team, suppliers, or council to get different perspectives.

Once you've identified the risk scenarios, score them on:

• Likelihood: How likely is this to happen?
• Impact: How bad would it be if it does happen?

Multiply "likelihood" by "impact" to get the level of risk. For example, in a corporate event, the key speaker canceling at the last minute might be medium likelihood but high impact—giving it a high-risk rating.

Step 2: Mitigate the controllable risks

Now that you've mapped out your risks and scored them in the risk assessment table, it's time to focus on what you can control. The idea is simple: reduce the likelihood of risks happening and limit their impact if they do.

Here's a practical way to think about risks and what to do about them:

Low risk

These are minor issues that are unlikely to cause serious problems and can usually be handled on the spot. You can manage them with routine procedures and keep track through standard checks.

Example: If tickets sell out unexpectedly, additional tickets can be added quickly through your ticketing platform and announced to prospects, without disrupting the event.

Medium risk

These risks could cause noticeable problems if they occur, so you need a clear action plan. Implement the plan, assign it to a team member, and monitor progress throughout the event.

Example: If a critical AV system or microphone might fail, have backup equipment ready, and assign a staff member to troubleshoot on the spot. Then you can use announcements or direct messaging in your event software to communicate with presenters and attendees.

High risk

These are risks that could seriously disrupt your event if they occur. Create a detailed action plan, monitor it closely, and most importantly, keep the Executive Committee informed—about the risk and the backup plan.

Example: A sudden power outage at the venue can halt presentations and AV equipment, seriously affecting the attendee experience. This means an event contingency plan that includes backup generators, alternative session halls, and spare equipment.

Finally, train and brief all your staff and volunteers so they understand how to act safely and avoid putting anyone at risk. For some risks, you can also share responsibility through insurance, outsourcing, or partnerships. Like hiring a licensed security firm to manage crowd control instead of relying solely on volunteers.

Step 3: Plan an incident response plan for risks beyond your control

Some risks can't be fully controlled or avoided. For these, you need a clear incident response plan to protect attendees, staff, and your organization. A typical incident response plan includes:

• Activation: Clearly define when the plan should be triggered and who can activate it, so action starts immediately without confusion
• Incident team: Assign specific roles and responsibilities to each team member to ensure all critical tasks are covered efficiently during a crisis
• Evacuation and emergency kit: Map evacuation routes and keep emergency kits stocked with essentials like first aid, flashlights, and backup comms to protect everyone onsite
• Communication plan: Establish how and when staff and attendees will receive updates so everyone knows what to do in real time
• Media plan: Identify a spokesperson and pre-define messaging for press and social media to control the narrative and protect your reputation
• Contacts: Keep an up-to-date list of staff, vendors, and emergency services for fast, reliable coordination

If a risk is extreme—meaning you can't remove or control it—don't hold the event unless you can make it safe. In these cases, you have three options: postpone, cancel, or go virtual.

• Go virtual: Move the event online if the primary goal is sharing content or information, keeping engagement and learning opportunities intact, while avoiding the physical risks of gathering in person.
• Postpone: Delay the event to allow time for conditions to improve or for additional safety measures to be put in place. At the same time, some attendees might not be able to make it on the new date—give them the option to cancel.
• Cancel: If postponing or going virtual isn't feasible, cancel the event to avoid putting attendees, staff, or your organization at risk. This may be necessary for large-scale or high-stakes events where safety cannot be guaranteed.

Pro tip: Use all-in-one event management software—like Zoho Backstage—to support these decisions. It can automate communications, session updates, and registration management. This helps participants stay informed quickly and reduces manual work during the transition.

When plans change or a crisis hits, clear communication can make all the difference. Start by prepping action items ahead of time that you can activate immediately. Here's what different people need to know.

• Send an email with exact instructions, including dates, times, and responsibilities
• Post updates on internal messaging apps or team dashboards as the situation evolves
• Share visual aids like floor plans to explain workflow changes or emergency procedures
• Make phone calls or direct chats for urgent questions or clarifications

• Send an email with step-by-step instructions for booth setup, shipping, or sponsorship changes
• Make phone calls to key vendors for urgent updates
• Update the event management portal with real-time changes and deadlines
• Share checklists or diagrams to clarify contingency plans

• Send an email notifying attendees of cancelations, postponements, or virtual format changes
• Update the event website with the latest schedule, location changes, or virtual access links
• Push notifications via the mobile event app for urgent alerts or reminders
• Post social media updates for high-level announcements and transparency

Pro tip: Encourage everyone to download the event app. Push notifications allow instant updates for all groups—staff, vendors, exhibitors, and attendees—ensuring timely delivery of urgent information.