August Roundtables Recap: Planning for the Unexpected

We had a blast at the MPI Minnesota August Roundtables! There’s nothing better than gathering planners and suppliers around a table (or three) to swap ideas, ask questions, and spark connections. From AV to contracts, budgeting to future trends — the conversations were fast, lively, and full of takeaways you can put to work.

This is the first in our mini-series of recap posts, where we’ll share highlights from each roundtable. Even if you couldn’t make it to Landmark Center, you can still snag the best ideas and resources from your peers.

First up: Emergency Preparedness — Planning for the Unexpected.

Why It Matters

No one wants to think about worst-case scenarios at their events, but being prepared is part of keeping attendees safe and confident. Our roundtable dove into practical strategies for risk management and on-site response.

Key Takeaways

1. Start with a risk assessment.
Every venue and event type comes with different challenges. Walk through spaces in advance, look at potential threats, and build venue-specific plans.

2. Build an emergency response plan.
Know where your evacuation meeting points are, have shelter-in-place procedures, and make sure AEDs and first aid kits are accessible.

3. Train and communicate.
Staff should know their roles, who to contact first, and how to escalate. Think through your communication tree and how you’ll send messages broadly — app, email, PA system, or all of the above.

4. Coordinate closely with your venue.
From food safety to medical incidents, suspicious behavior to severe weather, venues should be active partners in your preparedness plan. Ask the hard questions ahead of time.

5. Tap into resources.

• ALICE Active Shooter Training

• Bystander Intervention Training

• MPI’s Anti-Human Trafficking Resources

• TraffickCam

• MPI Academy Event Prep Course

• American Red Cross First Aid & CPR Training

• ServSafe Food Safety Certification

Final Thought

Preparedness isn’t about expecting the worst — it’s about giving yourself and your attendees peace of mind so you can focus on the experience. By planning ahead, training your team, and leaning on your venue partners, you’ll be ready for whatever comes your way.

Check back soon! for our next recap post!