When something actually goes wrong
The On-Site Crisis Playbook
What has to exist before delegates arrive, so that a bad hour does not become a bad event.
On this page5 parts
The timeline
Milestones, working backwards.
Dates are relative to the event. Anything that has slipped past its marker here is not automatically lost, but it is no longer free — and the honest conversation is better had now than in the final fortnight.
Before travel
Escalation matrix with names and live numbers, decision rights written, insurance confirmed
Before travel
Medical routes and nearest suitable hospital identified; local security and embassy contacts listed
Before travel
Communications tree agreed and a single spokesperson named
On arrival
On-site team briefed; venue evacuation and reunification point walked
Daily
Morning briefing, evening handover, incident log current
After
Incident review, supplier follow-up, plan updated for the next programme
The principles
What this format rewards.
Decision rights or delay
What the floor lead may spend and change without asking, and who decides the things they may not. Written before travel, because looking for permission is how the window is missed.
One spokesperson
Media, delegates and staff hear one version from one named person. Multiple well-meaning updates are how a manageable incident becomes a story.
Assume travel disruption, not just venue failure
Cancelled flights, closed airports and missed connections are the most common real crises. Rebooking authority, hotel contingency and re-sequenced transfers agreed in advance.
Write it down as it happens
The incident log is what the close-out report is built from, and what settles a supplier dispute six weeks later.
Other playbooks
Different format, same discipline.
200–2,000 delegatesThe Annual Conference PlaybookThe operating plan for a multi-day company conference, from the six-month mark to the close-out report.Playbook · 8 milestones
10–60 delegatesThe Executive Offsite PlaybookHow to run a board or leadership offsite where the only visible thing is the work.Playbook · 7 milestones
Space-only stands and pavilionsThe Exhibition PlaybookFrom show selection to lead handover, with the deadlines that carry penalties marked.Playbook · 8 milestonesThat is the plan. We can also be the ones running it.
Every milestone above has an owner, a date and a consequence for missing it. If you would rather that owner was us, send the format, the dates and the headcount.
hello@voyacircle.com