The contingency plans that answer for themselves β built by an event director, not a software company. One plan per realised risk: scenarios, response steps, owners. The tracker builds itself, the Status Board shows what's confirmed and what's still a gap.
Status β where each plan stands in the review cycle: Not started β Open β In progress β Under review β Confirmed. Confirmed means the lead function has signed off the response and the plan can be activated as written.
Gaps β a plan is flagged as a gap while it's missing any of the structure it needs on the day: an activation trigger, a decision owner, a lead function, a responsible person, at least one scenario, and response steps in every scenario. The gap list is exactly the work still to do before event week.
Tested & stale β Tested shows whether a plan has actually been checked: walked through, rehearsed, or activated for real. A plan flags stale when it has never been reviewed or the last review is more than 90 days old. An untested, unreviewed plan is a guess with a header.
One plan per risk. One tracker that writes itself. One board for every meeting.
The risk register says what might happen. A contingency plan says what you do when it does. One plan per risk: who leads, who is affected, and β per scenario β the numbered response steps: who does what, in what order, under which procedure.
Open a plan from the tracker and fill the header: lead function, responsible manager, decision owner, communications lead, impacted functions, external stakeholders. The decision owner matters: the person managing the work is not always the person allowed to activate the plan. Then add scenarios β the concrete ways the risk plays out β and give each one its response steps. Steps number themselves and stay numbered when you add, remove or reorder. The second block, Additional actions, holds the alternative method of operating if the initial response isn't enough.
The gold section holds the fields that make a plan real. Activation trigger β the measurable condition that starts the plan ("stand at 90% and 500+ ticket holders inbound"). A plan without a trigger causes delay: everyone waits for someone else to call it. First 15 minutes β what happens immediately, before anything else. Stand-down criteria β when the situation is over and you return to normal. Plus key contacts (real numbers, not "call the city") and resources needed.
π Paste risks takes rows straight from Risk Register's Excel export β or any list, one risk per line. Each row becomes a plan stub with its ID, title, lead and owner carried over. Keep the same numbers as your register: plan 14 answers risk 14, and everyone can follow the thread.
The π Plan library holds the classic event contingencies β parking full, power out, stands at capacity, workforce no-show β each pre-drafted with a scenario and response steps from real plans. Add one, then make it yours: real names, real routes, real phone numbers. A generic plan protects nobody.
The tracker is generated from the plans β there is no second sheet to keep in sync. Each plan shows its readiness: it needs an activation trigger, a decision owner, a lead, a responsible person, at least one scenario and steps in each. The bar in the toolbar shows how many plans are structurally ready. Set the status as plans move through review: Not started β Open β In progress β Under review β Confirmed.
Two more columns keep plans alive: Tested (walked through, rehearsed, or activated for real β an untested plan is a guess) and Last reviewed, which flags amber when a plan hasn't been reviewed in 90 days. Stale plans are counted on the Status Board, where the steering group can see them.
βΆ Status Board is the full-screen view for the steering meeting: plans by status, the gap list, readiness counts. β€ Report prints it as an A4 status report. π Share sends a view-only link β including a direct Status Board link. A single plan prints as the classic A4 plan sheet for authorities.
Everything saves automatically in this browser. π My events holds all your event projects β one per event, open and switch freely. β€ Save file / β€ Open file in the top bar move an event between computers or into your own archive as a file.
Want the worked example from the free test as a reference? π My events β οΌ Example event. Your own events start clean.