Ensuring the safety and success of every event is paramount to venue and event leaders. From concerts and conferences to sporting events and festivals, no two occasions are alike, and each one carries its own set of risks. There are, however, risks that you know are well-known and important — expected crowd size, historical crowd behavior for that type of event, weather conditions and their impact travel to and from the venue, potential known security threats, and other special considerations. Good event planners consider these factors as a matter of course, but they not always so in a structured and consistent way.
This is where an Event Risk Profiler comes into play — a vital tool that helps organizations systematically assess potential risks and prepare for the unexpected when it comes to event management.
The Event Risk Profiler is a form of risk assessment that goes beyond intuition and guesswork. It provides a structured process for venues to evaluate events based on risk factors that have been problematic in the past. For example, when large crowds are expected or if past security incidents have occurred at similar events, then risk profiler can help. If certain events typically involve high level of alcohol consumption or pose specific security threats, the risk profiler can offer valuable insights. Through a configurable questionnaire, the tool helps venue and event managers make important risk-based decisions like:
By considering the venue’s past experiences, and building on the profiler’s configurable questionnaire, an event risk profiler takes the hunches and gut feelings that event planners already have and converts them into quantifiable metrics. These scores then form the foundation for risk-based decision-making, helping to allocate resources and put in place good operational plans to mitigate risk.
Many venues still rely on informal methods of planning for risk — often shaped by past experiences when things have gone wrong. In planning meetings, risks are typically identified and mitigated by drawing on the experiences of others, sometimes using checklists or simply relying on intuition and experience. While this approach may work for small, low-risk events, it can lead to inconsistencies and gaps in preparation for larger, more complex events, especially when new staff are involved or the event takes place at larger venues.
Traditionally, risk assessments have been labor-intensive or avoided altogether due to concerns about something potential liabilities. However, every event, regardless of size, carries some level of risk. To mitigate liability and move beyond manual risk assessments, conducting a baseline risk profiling of the event, can help determine the level of effort required for preparation.
With an event risk profiler, venues no longer need to rely on outdated methods or miss critical safety issues. Instead, they can confidently manage risks, enhance event safety and ensure operational success. A risk profiler helps solve these challenges by:
Risk profiling doesn't just influence operational planning; it has a significant impact on financial decision-making as well. When venue and event managers can assess potential risks early — before an event is booked — it allows them to weigh the financial rewards against operational risks.
For instance, a high-risk event with a significant audience might promise great revenue through ticket sales, but if the risk of crowd violence or property damage is high, the costs of managing those risks could outweigh the benefits. By understanding both the potential profits and the associated risks, venues can make better-informed, commercially sound decisions.
Risk capacity refers to the venue’s ability to manage potential risks without jeopardizing safety or financial stability. For example, some venues may be equipped to handle rowdy sporting events with large security teams, while others might struggle with the operational demands of such events.
Knowing your venue’s risk capacity is crucial in deciding whether to take on a particular event. The risk profiler helps determine whether the venue can accommodate the necessary precautions to safely manage an event.
Every venue has a different level of risk tolerance, and several factors influence this:
Understanding these factors allows venue and event managers to make decisions that align with their organization's risk tolerance and financial goals.
Risk profiles vary based on the type of event, and each event type carries different considerations:
Each of these profiles can be customized using a risk profiler, ensuring that every event type is evaluated based on its unique set of risks.
An event risk profiler is now part of WeTrack’s risk and incident management software, it will revolutionize how organizations assess and manage event risks.
WeTrack’s event risk profiler solution provides an intuitive platform for assessing and quantifying event risks. It allows customers to use customizable questionnaires to produce risk scores for events, enabling teams to easily identify and address potential risks.
Key Features:
The beauty of the Event Risk Profiler software is its flexibility — each venue can tailor it to their unique needs and event types. The solution also allows venue and event managers to share the event risk profile across teams, ensuring all staff are aware of potential hazards and necessary precautions.
Once the risk profile is complete, the results provide valuable insights into how the event should be managed. The event risk profiler produces a risk score and a risk level for the event.
The risk score is based on the answers provided in the configurable questionnaire, while the risk level categorizes the event (e.g., low, medium, or high risk). For instance, an event with a high risk of intoxication and crowd control issues would receive a higher risk score and trigger more precautionary measures, such as increased security staff and alcohol monitoring.
This allows decision-makers to quickly assess whether the event requires significant operational adjustments. A low-risk event might proceed with standard staffing and protocols, while a high-risk event would demand additional resources, such as increased security, medical personnel, and more detailed planning.
By conducting a risk profile of every event, venues can not only ensure safety but also optimize their financial and operational planning.
WeTrack’s risk and incident management software with the event risk profiler serves as the foundation for informed decision-making. Rather than relying on intuition or experience alone, venue and event leaders have hard data to guide their actions. By understanding the specific risks associated with an event, organizations can plan proactively. It’s an essential tool for mitigating the chance of incidents and safeguarding the reputation of your venue and events.
With the Event Risk Profiler, WeTrack continues to lead the way in empowering venues to make smarter, safer decisions for event management.