Creating a ‘Defendable Position’ is Crucial During Event Planning and Delivery
When planning and delivering an event, ensuring all actions and decisions are transparent and justifiable is vital.
This concept, known as creating a ‘defendable position,’ plays a critical role in managing events successfully. A defendable position means having well-documented reasons for all decisions and actions taken during the event’s lifecycle.
This practice not only protects organisers but also ensures a smooth and safe experience for everyone involved.
Here we look at why establishing a defendable position is so important.
What is a ‘Defendable Position’?
A ‘defendable position’ involves documenting and justifying all decisions made during the planning and execution of an event. This documentation includes safety measures, financial decisions, compliance with regulations, and communication strategies. The goal is to demonstrate that every aspect of the event has been considered and managed professionally.
The Importance of Creating a Defendable Position
1. Ensuring Legal and Regulatory Compliance
One of the primary reasons for establishing a defendable position is to comply with legal and regulatory requirements. Documenting compliance helps to avoid legal issues and ensures that the event adheres to all necessary laws and guidelines.
Involve your Event Safety Consultants early on in the planning process. They can help you ensure you are compliant.
Example: Keeping detailed records of permits, safety checks, and adherence to local regulations can protect against potential legal challenges.
2. Promoting Accountability and Transparency
A defendable position ensures that all decisions are transparent and accountable. This transparency builds trust with stakeholders, including attendees, sponsors, vendors, and authorities.
Everyone should understand that your defendable position undercores all your planning activity. It is a key element of your process and how you do what you do.
Example: Justifying budget decisions and vendor selections demonstrates accountability, which can help resolve disputes and build long-term partnerships.
3. Improving Crisis Management and Public Relations
During a crisis, having documented evidence of all precautions taken can protect your reputation.
A well-prepared crisis management plan, backed by clear documentation, shows that the situation was handled responsibly. Importantly, it also illustrates that the situation was foreseen and, therefore, planned for.
Example: In the event of an incident, being able to present a detailed emergency response plan can reassure the public and media, helping to manage public relations effectively.
4. Strengthening Risk Management and Safety Measures
Creating a defendable position involves conducting thorough risk assessments and implementing safety measures. This preparation minimises the risk of accidents and ensures a swift response if issues arise.
This should happen from ‘Day 1’ on the event and is a core component of a ‘Safety by Design’ approach.
Example: Documented safety protocols and risk assessments demonstrate a commitment to attendee safety, which can also be valuable when dealing with insurance providers.
5. Facilitating Decision Justification
Every decision made during the planning and delivery of an event should be justifiable. A defendable position provides the rationale for these decisions, which is essential for internal reviews and external audits.
Example: Clearly explaining the reasons for choosing specific event venues or service providers helps maintain transparency and accountability.
6. Ensuring Financial Integrity
Accurate financial records and justification of expenditures are critical for maintaining financial integrity. This transparency helps manage budgets effectively and protects against accusations of financial mismanagement.
Example: Documenting the procurement process and keeping detailed financial records ensure that all spending is accounted for, which is crucial during audits.
7. Building Stakeholder Confidence
Stakeholders want to feel confident that the event will be safe and successful. A defendable position assures them that all potential issues have been anticipated and managed appropriately.
Example: Regularly communicating with stakeholders and providing updates on planning progress builds trust and support, essential for the event’s success.
8. Enhancing Post-Event Evaluation and Improvement
A defendable position aids in the post-event analysis, helping organisers identify what worked well and what could be improved. This information is invaluable for planning future events.
Example: Reviewing documented decisions and outcomes allows for a thorough evaluation of the event’s success and areas for improvement.

Conclusion
Creating a defendable position during the planning and delivery of an event is crucial for many reasons. It ensures legal compliance, promotes transparency, and strengthens crisis management efforts.
Moreover, it enhances risk management, justifies decisions, maintains financial integrity, builds stakeholder confidence, and aids in post-event evaluation.
By focusing on these aspects, event organisers can ensure that their events are not only successful but also safe and well-managed.
We could write SO much more on this one, but that would involve getting into more micro detail of ‘things we suggest you actually do, which we know help build towards your defendable position’.
This post wasn’t designed to do that. This post is to present more macro-level advice to help you buy in to the ‘defendable position’ concept in the first instance.
Key Reasons for Creating a Defendable Position:
1. Ensuring Legal and Regulatory Compliance
2. Promoting Accountability and Transparency
3. Improving Crisis Management and Public Relations
4. Strengthening Risk Management and Safety Measures
5. Facilitating Decision Justification
6. Ensuring Financial Integrity
7. Building Stakeholder Confidence
8. Enhancing Post-Event Evaluation and Improvement
By prioritising the creation of a defendable position, event planners can navigate the complexities of event management with confidence and integrity, ensuring successful outcomes for all involved.
We discuss the ‘Defendable Position’ a lot on our Professional Diploma Course, as an approach that should underpin how we do what we do, without preoccupying us or scaring us in any way.
I did a 2-Minute Thought video discussing the ‘Defendable Position’, which you can access here.
