Common Risks in Event Organization | How to Overcome Them

Organizing events always has many potential risks that can affect the success of the program. Below are some risks in organizing events to note:

1. Planning and organizational risks

Lack of detailed planning: No clear scenario, unreasonable timeline.

Understaffed or poorly coordinated: The organizing team is understaffed or has not been assigned clear tasks.

Venue booking issues: Venue is not available, not suitable or cancelled close to the date.

2. Financial risk

Over budget: Unexpected expenses that arise without a contingency plan.

Unsecured funding: The sponsor withdraws or fails to contribute as committed.

Ticket sales fall short of expectations: For commercial events, fewer tickets are sold than expected, affecting revenue.

3. Technical risks

Sound and lighting system failure: broken microphone, distorted speaker, sudden power failure.

Problem with projection equipment: LED screen, projector not working as planned.

Weak internet: Especially important for livestream events or online connection requirements.

4. Guest & Attendee Risks

Important guest cancels at the last minute: The speaker, artist, or keynote speaker cannot attend.

Attendance issues: Fewer guests than expected or venue capacity exceeded.

Negative audience reaction: The show did not meet expectations, caused controversy or mixed reactions on social media.

5. Legal & Safety Risks

No event license: Violation of event regulations, fined or canceled.

Security is not guaranteed: Causing disorder, jostling, pushing or violent incidents.

Food safety issues: If the event has catering, there is a risk of food poisoning.

6. Risks due to objective factors

Bad weather: Rain, storms, and intense heat affect outdoor events.

Epidemic or emergency: May cause gathering bans or sudden changes in regulations.

Unexpected accidents: Fire, stage collapse, power outage in the entire area.

7. How to minimize risk

Make a detailed plan, have a backup plan.

Pre-event technical check, program test run.

Ensure clear contracts with stakeholders.

Security and medical support available.

Monitor weather forecasts and prepare backup plans.

8. HSV ProAVL organizes professional events

HSV ProAVL is a professional unit in the field of event organization, providing a variety of services and support equipment for programs in Hanoi, Ho Chi Minh City and nationwide. With experience and reputation, HSV ProAVL has participated in organizing many large events, ensuring to bring customers quality and impressive experiences.

HSV ProAVL's outstanding services include:

• Sound and lighting equipment rental: Providing modern sound and lighting systems, suitable for the scale and nature of each event.
• LED screen rental: Meet presentation needs with high quality LED screens of flexible sizes.
• Stage construction and installation: Professional, safe stage design and construction, suitable for the theme and space of the event.
• Tent rental: Providing tents and theaters for outdoor events, ensuring aesthetics and convenience.
• Event staff supply: Professional staff, including MC, DJ, receptionist, security guard, technician,...
• In addition, HSV ProAVL also provides other supporting equipment such as podiums, standees, tables and chairs,... to fully meet customer needs.

With the motto of professional and dedicated operation, HSV ProAVL is committed to providing customers with high quality services, contributing to the success of each event.

HSV ProAVL Contact Information

Contact: 0972.787.123

Email: hsvavl@gmail.com

Website: https://proavl.vn/

Hanoi Branch: No. 229, Van Tri Street, Van Noi, Dong Anh, Hanoi

HCM City Head Office: 184/20A Le Dinh Can, Tan Tao, Binh Tan, HCM City

HSV PROAVL EVENT EQUIPMENT RENTAL COMPANY