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Welcome to the 5th edition of Event Pulse, a free weekly newsletter dedicated to strengthening the vibrant events community. Whether you're a seasoned event producer, someone who organizes meetings and events as part of your day job, or thinking about entering this dynamic industry, this is the place to go for up-to-date information on the latest happenings, tips on best practices, and much more.

I'm Camelia Yeung, an experienced event architect with over 28 years in the business. I'm here to build a community of people who share a passion for this ever-evolving industry and its resilience. But community isn't about me speaking at you - it's about us having a conversation. So give that comment section a workout! Every comment will receive a response, and who knows, your name could be on the next byline.

On the Pulse: The Week’s Event Buzz

I was going to write about something different this week, but with what's going on in the Middle East and the US House of Representatives’ long-awaited approval of military aid for Ukraine, I felt it's time to address the elephant in the room. What happens when something on the other side of the world affects your event? Don’t think this will happen to you? Read on…

On May 6, 1999, I was the meeting planner organizing an APEC (Asia-Pacific Economic Cooperation) working group meeting in Hong Kong scheduled to start the following day. NATO's bombing of Yugoslavia seemed worlds away - I never imagined being pulled out of bed in the middle of the night with news that the U.S. had accidentally bombed the Chinese embassy in Belgrade.

China was not only part of APEC but held the rotating chairmanship for this working group. I was immediately asked what might happen the next day and what should be done. The celebratory opening ceremony featuring lion dances was hastily replaced with a minute of silence. Expecting hordes of media to descend on the meeting looking for a soundbite, extra security was brought in to ensure delegates could access the venue, and the Hong Kong government’s media liaison helped manage the press.

While changes to the opening were decided on the spot, we had a crisis management document prepared that examined every eventuality that could affect the event. Though we never expected this precise scenario, the document covered various contingencies (security risk, sudden media scrutiny), allowing us to formulate a mitigation strategy within hours.

This experience underscores why event planners must be prepared for the unexpected - even conflicts occurring halfway around the globe. The ongoing war in Ukraine and tensions in Gaza are prime examples of how geopolitical events can have far-reaching impacts, even on meetings and conferences nowhere near the areas of active conflict.

Here are five key ways distant conflicts can affect your event - and our suggestions on how to mitigate the risks:

Travel Troubles

With airspace closures, canceled flights, and travel advisories, international attendees and speakers may have a tough time making it to your event location. Flights may get cancelled, cost more, or the routing will mean they will take longer to get to you, which can mean earlier arrivals to counter jetlag but also longer hotel stays.

Mitigation Strategies: Work hand-in-hand with travel partners and have a contingency plan like offering virtual attendance or rescheduling if necessary.

Economic Headwinds

Geopolitical tensions often bring economic uncertainty that can strain budgets, jeopardize sponsorships, and make it harder to fund your event. Attendees may delay registering until the very last minute, if they come at all. Sponsors may be hesitant to commit until the very last minute, or pull out if the nature of your event changes (changes in speaker lineup, or lower-than-expected attendee registration figures).

Mitigation Strategies: Secure that cash flow early (e.g. offer discounted early bird tickets) and be prepared to scale back if needed.

Raised Security Risks

A heightened global threat environment means you may need to beef up security measures at your event. Consider risks not just from attendee and speaker profiles, but also the event's content and topics being covered. Certain subjects or perspectives could draw controversy or even threats depending on the geopolitical climate. An event criticized as being too sympathetic or antagonistic towards conflicting sides may face backlash. When defining security needs, evaluate all potential risk angles.

Mitigation Strategies: Conduct a comprehensive risk assessment reviewing attendee/speaker backgrounds, event topics/content, and the broader geopolitical context. Coordinate closely with local law enforcement, hire professional security services, and implement thorough screening and credentialing processes based on the specific risk profile.

Protests and Public Backlash

Amid global conflicts, high-profile events can inadvertently become focal points for demonstrations, even in distant host cities. Scarcely a day goes by without news of protests disrupting meetings, conferences, or even hearings at the US Congress. When planning an event, it's crucial to assume that interruptions from demonstrations are a possibility.

Mitigation Strategies: Closely monitor activist chatter, collaborate with authorities to allow lawful demonstrations in designated areas away from your venue, and have a comprehensive communications strategy ready to address any disruptions. Being proactive and prepared can help mitigate potential risks and ensure your event proceeds smoothly.

Participant Pull-Outs

Individuals with direct ties or concerns related to the conflicts may withdraw from attending or speaking at the last minute. Not a day goes by without news of speakers canceling appearances or attendees backing out due to the evolving global situation. When planning an event, assume potential participant pull-outs are a risk and plan for it.

Mitigation Strategies: Line up backup speakers, allow virtual options, and oversell registrations to account for no-shows. Maintain open communication with confirmed participants and have contingency plans ready to swiftly adjust programming if needed. Being proactive can minimize disruptions from last-minute cancellations.

While geographic distance may provide some insulation, it's clear that major global events can have wide-ranging logistical, financial, and safety implications that require event professionals to take proactive mitigation measures:

• Get security, buy travel, and event cancellation insurance

• Have a risk monitoring and planning team

• Establish clear external and internal communication protocols

• Build flexibility into contracts

• Scenario plan and develop contingencies

The uncertainties of our world mean expecting the unexpected needs to be just another part of your event planning checklist. With careful monitoring and preparation, you can help insulate your event from the impacts of conflicts near and far.

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