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Stakeholder Identification
Stakeholder Identification
An event needs to balance the different needs and expectations of everyone involved in the event. These people are called stakeholders.
Stakeholders are individuals or groups involved in or affected by the event:
Each group may want something different from the event. For example, customers want a fun and smooth experience, while sponsors may want more visibility for their brand.
To understand these individual needs, ask yourself:
What do they want from this event?
How can we (as event planners) help meet those needs?
At the end of the day, the success of the event depends on how well you can balance all these expectations and make sure everyone feels their needs were considered.
Communication Types
Communication Types
Communication can happen in many ways. It can be written (like emails or signs), verbal (spoken), audible (like announcements or music), or visual (like videos, posters, or slides).
Each type of communication has its strengths, and some messages work better through certain channels than others. That’s why it’s important to think carefully about how you deliver your message.
Tips:
Use more than one method to share important information.
When people see, hear, and read the message, they are more likely to understand and remember it!
A proper communication plan encompasses the acquisition of the necessary equipment and development
and implementation of the modes and protocols for the event at different periods (Communication Phases).
Communication Plan
Communication Plan
Focus on planning and coordination with internal and external stakeholders
Use tools like contracts, meetings, emails, and phone calls.
Brief stakeholders clearly before the event
Clarify details such as date, venue, responsibilities, and legal requirements.
Focus on real-time communication for both regular updates and critical or emergency situations
Emergency Communication
Emergency Communication
Set up an emergency communication system, including:
A centralized command post (key person or team)
Clear alert strategies
All departments should report to the command post if any issue or crisis occurs.
The decision-maker at the command post will then respond and share updates with relevant departments.
All stakeholders should be provided with one official contact number or email for all communications.
Communication Equipment
Make sure the right tools are ready and working:
Public Address (PA) systems
Mobile phones
Walkie-talkies
Visual aids (e.g. signage, uniforms, hand signals)
Digital message boards or apps
Communication Protocols
It’s important to have a clear communication structure and mode of communication plan in writing that includes:
Structure and Mode of Communication
How staff, volunteers, contractors, and suppliers communicate with each other
A clear chain of command to avoid confusion
A contact list for both regular operations and emergencies
Coordination with Emergency Services
Set up communication between event staff and emergency services (ambulance, fire, police)
Use separate radio frequencies for emergency channels if needed
Communication with Attendees
Decide how you'll inform the public about:
Facility locations
Lost and found procedures (e.g. lost children)
Safety instructions or emergency alerts
Ensure all messages are kept up to date and shared with all stakeholders
Focus on evaluation and proper documentation to improve future planning
Focus on evaluation and proper documentation to improve future planning
Key activities include:
Debriefings: Meet with the team and stakeholders to review what worked and what didn’t.
Surveys & Interviews: Gather feedback from attendees, staff, and partners.
Reports: Write a summary report that includes:
Event outcomes
Key challenges
Lessons learned
Recommendations for future events
Administrative closure involves completing all tasks, wrapping up contracts, and organizing final communications.
Tips:
Remember to write a summary report!
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