Streamlined Event Communications:
4 Tips to Prevent Mishaps

Every event planner knows that mishaps are bound to happen. Use these strategies to mitigate risks and streamline event communications when problems occur.

A man uses a walkie-talkie to communicate at volunteer event

Seasoned nonprofit professionals understand that communication can make or break a fundraising event’s success. The stakes are high—guest satisfaction, volunteer retention, and overall event outcomes hinge on clear communication strategies. For planners worried about potential crises, streamlining event communications to mitigate risks and ensure smoother operations is a must.

Even with the best technology or a robust set of event rules for attendees, mishaps happen. A streamlined approach to communication fosters an environment where issues are managed quickly and efficiently, reducing stress for everyone involved. These simple techniques will boost your events’ success and encourage long-term donor and volunteer engagement.

1. Designate a “Person In Charge”

One of the most important steps in streamlining event communications is designating a single person to act as the top decision-maker during emergencies. This person will be responsible for managing crises, liaising with guests, event partners, volunteers, and staff, and ensuring a smooth response if a crisis happens.

Your event’s Person in Charge should possess strong leadership skills, a deep understanding of the event’s logistics, and the ability to stay calm under pressure. They must also be well-versed in the event’s goals and any delicate guest relationships. Consider selecting someone with prior event or crisis management experience. Then, provide this person with clear instructions and support to ensure they can take decisive action when needed.The Person in Charge should be ready to:

Assess the situation: Quickly gather information about any issues that arise to understand their scope and urgency.
Communicate effectively: Use established channels to communicate with donors, staff, volunteers, and guests about any changes or urgent situations.
Implement solutions: Work with the team to activate contingency plans or address the problem directly.
Document any incidents: Keep records of what occurred, the actions taken, and the outcomes to improve future event planning.
Follow up: Ensure the resolution satisfies all parties involved, and debrief with staff and volunteers post-event to review lessons learned.

In addition, make sure you establish a clear chain of command beneath this person, including a backup who can step in if needed. This ensures there won’t be any confusion if the designated leader is unavailable.

2. Plan Multiple Ways to Communicate Last-Minute Changes

Having a plan for real-time communication during events is critical to avoid confusion and chaos. Start by outlining how your event staff and leadership will communicate with one another, as well as with volunteers, performers, and guests. Tools like volunteer management platforms or event-specific solutions like auction software can greatly simplify these processes.

Along with any relevant tools, consider using multiple communication channels before and during the event, such as:

Walkie-talkies or headsets for on-site staff to coordinate in real time
Group messaging apps to notify volunteers or team members of changes
Email updates or text notifications for guests in the case of major updates

Ensure everyone involved in the event is familiar with your communication tools and knows when and how to use them. For example, frontline event staff might rely on messaging platforms, while volunteers use walkie-talkies for immediate updates. Training your team in advance will make last-minute updates much smoother. To do this well, you should:

Establish clear expectations for communication, such as maintaining professionalism and clarity when relaying messages.
Encourage regular check-ins to ensure everyone is aligned and aware of their responsibilities.
Equip your team with user-friendly tools, like mobile apps or instant messaging platforms, to enhance the speed and efficiency of frontline communication during the event.

With a clear communication plan in place, you can rest assured that your team will stay agile in any circumstance, no matter how unexpected.

3. Create Clear Strategies for Risk Management

While it’s impossible to predict every potential issue, preparing for common and severe risks will help mitigate their impact if a crisis happens. Think about the event you’re hosting and what might go wrong. Evaluate both the likelihood and severity of potential problems, then prioritize your response strategies accordingly.

For example, you might plan strategies for the following risks:

Technical issues (high likelihood, low severity): Have a tech support team on hand and test all equipment before the event.
Medical emergencies (low likelihood, high severity): Keep a first aid kit and a list of emergency contacts easily accessible. Brief your volunteers and staff on emergency protocols.
Upset guests (medium likelihood, low-medium severity): Train staff to de-escalate conflicts, such as disputes over who actually won a silent auction item.
Unexpected weather events (likelihood and severity vary based on your venue): Prepare alternative plans, such as indoor venues or tents, and communicate these plans to guests in advance.
Volunteer conflicts (low-medium likelihood, low severity): Use conflict resolution strategies to mediate disagreements and maintain a positive environment.

Having contingency plans in place can make all the difference in ensuring a successful and stress-free event. Prioritize the most likely and most severe issues to reduce stress and improve your event’s resilience. When problems do arise, clear strategies and trained volunteers will ensure they’re handled effectively.

4. Train Event Staff to Respond to Unexpected Issues

Training staff and volunteers to handle unexpected situations is an essential part of successful fundraising event planning. This process starts with ensuring everyone understands the communication channels, protocols, and their responsibilities. For example, if a guest reports a problem, staff should know who to contact and how to escalate the issue appropriately.

Role-playing scenarios during training sessions can be especially effective and make volunteers feel more confident when problem-solving. For instance, practice handling a situation where a volunteer becomes overwhelmed and leaves their post without tracking hours, or a guest complains about a seating arrangement. Working through scenarios like these helps staff feel prepared to act quickly and appropriately in real-life situations.

Additionally, review the event’s risk management plan and communication protocols during training. This keeps all your staff and volunteers on the same page and gives them time to ask questions about any aspects they might be confused by.

Wrapping Up

When unexpected situations arise, having a streamlined communication plan in place ensures your team can respond effectively. Be sure to set aside time to work out a communication strategy long before your next event. With these strategies in action, you can run smooth fundraisers that leave guests, volunteers, and donors with a positive experience.

About The Author

Jeff Porter

CEO

Jeff is no stranger to fundraising events, having participated in them for over 25 years. He ran his first fundraiser in 2005 and has managed over 50 auction events and fundraisers for his own charities, not to mention hundreds more with Handbid. Jeff has been involved in technical product and software development since 1996 and has built and managed mobile app solutions since 2008. When it became clear that he and his wife, Kari Porter, needed a better solution for their fundraisers, developing a mobile bidding app was a no-brainer. The result? Jeff and his wife Kari developed and launched Handbid in 2011. The rest is what they call “history”