10 Crisis Communication Tips for Event Managers

Got an event communication strategy? That’s great. It will keep your event running smoothly. But what happens when a crisis hits your event? This is where planning for crisis communication becomes essential. Crisis communication addresses unexpected situations that threaten safety, operations, or the attendee experience. It must be timely, clear, and actionable so everyone can respond quickly and effectively.

As an event manager, effective crisis communication is your top priority. We get it, which is why we’ve done the hard work for you and put together 10 crisis communication tips for event managers to make your life easier.

10 Crisis Communication Tips for Event Managers

Communication is the secret ingredient to any crisis response. One study mentions that communication strengthens emergency preparedness and response plans by promoting information sharing and awareness. In events, communication is just as crucial. 

Effective communication during an event crisis keeps everyone in your team, from staff and stakeholders to external responders, aligned, enables informed decisions, and allows fast action when problems arise. To achieve this, here are 10 crisis communication tips for event managers.

1. Set a Single Point of Contact

A single point of contact acts as the main hub for all crisis communication, with one person or one channel handling every update during the event. It ensures information stays consistent, eliminates mixed messages, and makes it clear where everyone should get accurate, timely updates.

Assigning a single point of contact is straightforward. Choose someone who is trained and calm under pressure and define their role clearly. Centralize updates through one communication channel, brief all teams on who to follow for instructions, and make sure this person has direct access to decision-makers so information stays accurate and timely.

2. Build a Pre-Approved Message Bank

During a fast-moving crisis, speed is everything. Sharing updates instantly keeps everyone aligned and avoids confusion. Sadly, it’s not always easy to write messages under pressure. This is why you need a pre-approved message bank. A pre-approved message bank is a collection of ready-to-go statements you can share instantly when a crisis hits.

To create a pre-approved message bank, work with key departments to draft messages for common crisis scenarios, collect the messages, and keep the wording simple and factual. Update the bank regularly, assign who can send each message, and store everything in an easy-to-access platform so staff can retrieve and share them without hesitation.

3. Create a Fast Internal Alert System

Creating a fast internal alert system means setting up a reliable way to quickly notify your team and key stakeholders when a crisis hits during an event. A fast alert system ensures that everyone knows what’s happening, who is responsible for each task, and what immediate actions to take, keeping the event running as smoothly and safely as possible. 

When creating a fast internal alert system, start by choosing the channels you’ll use, like messaging apps, emails, or push notifications. Then, set clear protocols for who sends and receives alerts and keep contact lists up to date. Make sure to test the system regularly, before and during events, so the team can respond quickly and confidently when a real crisis occurs.

4. Keep All Communication Channels Ready

Deciding on what communication channels to use during an event crisis isn’t enough; they all need to be ready and functional. Make sure every way to share information, including radios, phones, emails, messaging apps, walkie-talkies, and even in-person announcements, is set up, tested, and available before your event begins. In addition, keep backup devices or platforms on hand and ensure the team understands how and when to use each channel. When all channels are ready, you and your team can get updates instantly, coordinate actions, and respond efficiently to protect attendees.

5. Communicate Early

You might be tempted to brush off early signs of a crisis, but that is often where things start to get worse. Share information with team leaders and stakeholders as soon as a potential issue arises, even before all the details are confirmed. Waiting too long can create confusion and make the situation harder to control. Once everything is confirmed, pass the information along to the rest of the team and attendees as quickly as possible. By communicating early, you set the tone, build trust, and give everyone time to respond or adjust plans appropriately.

6. Use Plain, Calm Language

Knowing what to communicate, where to share it, and when to send it is important, but how you deliver the crisis details is just as crucial. Deliver your messages clearly, simply, and without unnecessary jargon or panic so everyone, including staff, vendors, and attendees, can understand them quickly. Maintain a steady and reassuring tone to keep your team and attendees calm and focused. Don’t forget to repeat critical information as well, ensuring nothing is missed and everyone knows exactly what to do.

7. Tailor Updates for Each Stakeholder Group

While transparency and sharing information are important, some updates should go only to specific stakeholders. This prevents information overload and ensures the right people get the right message for their roles, priorities, and responsibilities. For example, you don’t need to tell attendees that a technical team is fixing a sound system issue, but you do need to update the AV staff and event managers.

To tailor updates for each stakeholder, segment your stakeholders in advance. When that’s clear, prepare clear and concise messages for each group and decide communication channels to reach them effectively. Keep updates frequent but focused so that every group receives timely, relevant, and actionable information throughout the crisis.

Want to make event staff communication smoother and more effective? Check out this helpful guide.

8. Document Everything

If you aren’t recording everything that happens during an event crisis, you’re missing out on crucial information. Keeping a detailed, up-to-date record of everything, including decisions made, actions taken, communications sent, incidents reported, and any changes to plans during a crisis, creates a single source of truth for everyone. This record makes post-event analysis easier, showing what worked, what didn’t, and how future crises can be handled more effectively.

Documenting everything that is happening during an event crisis can be confusing, but definitely not impossible. Assign someone to track updates so the rest of the team can focus on the response. Use one place to record information, like a shared log or team app. Note what occurred, the time it happened, who was informed, what decisions were made, and what actions were taken. Keep entries short, clear, and factual. Add photos or screenshots if they help explain the situation. After the event, review the notes with your team to understand what worked and what needs improvement.

9. Coordinate With External Responders

No matter how prepared and capable you are, some crises will require additional support from external responders. These are professionals or agencies outside your event team who step in during emergencies. They include local police, fire departments, medical and ambulance teams, security agencies, and disaster response units.

To communicate with external responders seamlessly, establish contact early, and share only the information relevant to the crisis they are addressing. Be clear, direct, and respectful so they can focus on what needs to be done and provide the right support at the right time.

10. Support Post-Crisis Recovery Communication

Even once the crisis is over, attendees, staff, partners, and stakeholders often want clarity, peace of mind, and confirmation that everything is truly under control. It helps to share updates promptly, acknowledge concerns, outline next steps, keep messaging consistent, and check in with your team. Post-crisis communication not only reinforces safety but also protects your event’s reputation and supports everyone affected.

Strengthen Your Crisis Communication Strategy With StaffConnect

Strengthen your crisis communication strategy with StaffConnect.  This all-in-one event management platform keeps your team connected, informed, and ready to respond in real time. Centralize updates, discussions, and resources, and set up dedicated channels for each team, from logistics and operations to external responders, to make communication faster and clearer during high-pressure moments. With instant notifications for urgent announcements, StaffConnect ensures everyone knows what’s happening and what to do next. On top of that, you get tools for scheduling, timesheets, GPS Check-in/out, data collection, payroll, and more, all in one place. Book your free demo today for all the details!