Published on
September 6, 2025
In today’s rapidly changing world, event planners face new and more complex challenges. The traditional approach to risk management—based on static plans and predictable outcomes—no longer suffices. With geopolitical instability on the rise and extreme weather events becoming more frequent, the industry is confronted with an urgent need for more adaptable, resilient strategies. To ensure smooth operations, event organizers must go beyond the traditional plan B, incorporating backup plans, real-time responses, and strong relationships into their travel risk management approach.
The world is now characterized by what is known as VUCA: Volatility, Uncertainty, Complexity, and Ambiguity. As these factors increasingly affect the travel and tourism industry, event professionals must rethink how they approach logistics, security, and the overall travel experience. These changes are not just theoretical—they are already reshaping the way major events are planned and executed. The challenges are real, but with the right strategies and mindset, the industry can adapt and thrive in the face of unpredictability.
Geopolitical Tensions and Their Impact on Travel Risk
In an era of escalating geopolitical tensions, event planners must now take a more proactive approach to managing international travel risks. Airspace management, for example, has become a critical consideration when planning international events. Airlines must not only consider the shortest or cheapest flight routes but also factor in political unrest, military activity, and volatile airspace over certain regions.
A destination that was once seen as an easy choice may now be off-limits due to rising tensions in the surrounding region. This has placed added pressure on event planners to work closely with travel partners, airlines, and security experts to adjust their routes and itineraries. While the cost of these adjustments may increase travel times or overall expenses, ensuring the safety of attendees remains the highest priority.
Working with reliable suppliers and trusted partners has never been more important. Having a flexible, responsive team in place is essential to adjusting travel plans quickly when unpredictable geopolitical events occur. From travel bans to last-minute changes in visa regulations, navigating these complexities requires a high level of communication and adaptability.
Extreme Weather and the Shift in Travel Planning
The rising incidence of extreme weather—from typhoons and wildfires to floods and heatwaves—has added another layer of complexity to the travel risk landscape. Recently, Typhoon Wipha devastated Hong Kong and Macau, causing major disruptions to flights and creating safety concerns for travelers. Similarly, other natural disasters such as wildfires in California and Australia, or floods in Southeast Asia, have forced event planners to reconsider previously chosen destinations.
For event planners, the question now becomes: Should we avoid disaster-prone areas altogether, or should we find ways to work around potential risks? While it’s tempting to exclude regions vulnerable to natural disasters from event planning altogether, it’s not always practical, nor does it reflect the realities of today’s world. Many countries, such as those in Southeast Asia or the Pacific, are home to rich cultural experiences and vibrant tourism economies, despite their seasonal risks.
Rather than automatically avoiding destinations with weather risks, event planners should focus on careful assessment and contingency planning. This involves analyzing the timing of the event, the strength of the region’s infrastructure, and the extent of local preparedness for natural disasters. In cases where risks are high and local response systems are weak, alternative destinations should be considered, but in many cases, the event can proceed with extra precautions in place.
Embracing Flexibility: Moving Beyond Contingency Plans
A major shift in how event planners view risk management is the move from traditional contingency plans to agility plans. Instead of focusing solely on worst-case scenarios, planners are encouraged to create a mindset that embraces flexibility and quick pivots. This means having backup options for everything, from venues and accommodations to flight routes and even event dates.
One of the key strategies to manage risks in real-time is to maintain clear visibility into potential disruptions. This includes understanding the costs of cancellations, working with local government advisories, and having alternative locations identified in advance, particularly for large-scale events. For instance, in large countries with multiple cities, having a second-choice venue available could save an event from complete disruption.
Strong relationships with local convention bureaux, venue managers, and tourism boards are also invaluable. These partners can provide on-the-ground intelligence and help mitigate last-minute changes due to political unrest or weather disruptions.
Technology: The Key to Real-Time Adaptation
With increasing global instability, technology has become an essential tool for event planners to stay ahead of the curve. Real-time data from weather monitoring systems, flight tracking, and travel advisories can help planners make swift, informed decisions. In addition to weather forecasts, airlines now use AI-powered systems to predict delays and reroutes due to geopolitical events or adverse weather conditions.
The integration of technology in travel risk management allows event planners to access live information on flight routes, potential border restrictions, and local conditions that may affect an event. This real-time adaptability ensures that any issues can be addressed immediately, reducing the impact of external factors on the event’s success.
Additionally, communication platforms that allow instant contact with vendors, hotels, transportation providers, and attendees ensure that updates can be sent out quickly and efficiently. This allows planners to respond rapidly to changing circumstances, keeping attendees informed and prepared for any disruptions.
Strengthening Supplier Relationships: Building Trust in Turbulent Times
In an increasingly volatile world, strong relationships with suppliers have become an even more critical component of travel risk management. Event planners must work closely with hotels, venues, airlines, and ground operators to ensure that contracts and cancellation terms are clear, flexible, and adaptable to sudden changes. If unforeseen circumstances arise, a trustworthy relationship with suppliers can make all the difference in ensuring that events go smoothly.
For suppliers, this means being proactive and ensuring that they are prepared for rapid changes in travel or event logistics. By partnering with well-established suppliers who have experience navigating complex situations, event planners can reduce uncertainty and ensure that their events proceed even in the face of unexpected disruptions.
These mutually respectful partnerships are key to building resilience within the event planning industry. Trust, communication, and respect for one another’s challenges will go a long way in easing the pressures of risk management during turbulent times.
Preparing for the Unpredictable: Managing Client Expectations
The need for effective communication extends beyond suppliers to include attendees and clients. As risks increase, it’s important for planners to manage client expectations regarding the potential for disruptions, such as delayed flights, weather-related issues, or changes in entry requirements.
Planners should work with clients to establish clear expectations for longer lead times, particularly when it comes to visa processing, security checks, and compliance measures. This proactive communication helps reduce frustration and ensures that all stakeholders are aligned on potential challenges well before the event.
Conclusion: Embracing Change in Event Planning
As the travel and tourism industry continues to face an increasingly volatile and uncertain global landscape, event planners must rethink traditional risk management strategies. The world of travel is no longer predictable, and staying ahead of potential disruptions requires flexibility, agility, and strong relationships with suppliers and local partners. The key to success in this new environment lies in real-time adaptability, open communication, and a willingness to embrace innovative solutions that allow for swift pivots when necessary.
In the face of geopolitical tensions, climate change, and ever-shifting travel regulations, those who can adapt to the changing nature of global risk will be the most successful in delivering events that are safe, secure, and memorable. The future of event planning will demand a new kind of mindset—one that balances risk tolerance with proactive planning and technological innovation to navigate the challenges of an unpredictable world.
