Evaluating My Risk Management Assessment

1. What do you do? You have a legal, ethical, and financial responsibility to make certain the event and its operations maintain the highest standards of safety possible. You have a responsibility to protect the brand and quality of your meeting planning firm, and you have a responsibility to maximize the happiness and revenue for your client. What will you do?
First order of operation, because I have oversold my event by 1000 people, I must first re-evaluate my risk management assessment. I must identify, analyze, select, and monitor. There are also the prevention safeguards, contingency, and emergency action plans that I must change to accommodate the extra guests. These steps are important not only to the guests, but, to the company that is hosting the event. There are many measures that need to be taken such as threat assessment, making sure I have the right amount of staff to service the additional guests, and structure (this is very important). With structure there is guaranteed to be a chain of command and exceptional leadership.
To make sure we keep the client happy I must also remain inside the agreed upon budget, that means knowing where to cut costs and where to leave things the same. For example changing the service staffing company, to go with a temporary staffing agency which might have a cheaper price the same quality
service. Because security might have to be increased I could use a service that offered plain clothes security that might be cheaper than uniform security.
Of course there is always the possibility that the hosting company does not mind spending a few extra dollars to accommodate the extra guests. Then I am sure we can find everything we would need to make sure all of the women have a great time at the conference.

2. Often the number of guests is unknown for events. Weather can keep people away or bring them out in large numbers. How do you plan for unknown guest counts? What would have been included in contingency planned for this type of event?
To count for the unknown guest I would accommodate for at least 8500 guests which should include anyone who brings an unexpected guest.
It is always easier to have excess to extra than to have to scramble to find more. For the boxed lunches we might have to go with good quality products instead of the excellent quality products we started with. We would also have to inform all of the vendors about the increase in guest count so that they will be able to increase the products and informational data they are bringing. Hopefully the venders that were previously booked would be able to work out a deal on the additional needed
items.
The staff and volunteers of Oregon Health Sciences University, would be included in the contingency plan. This will allow for extra will power at a reasonable price. This is an advantage because they would not have to pay premium rates on will power at short notice. This will also allow for extra money to be used for unexpected guest.