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You can sometimes prevent or minimise potential problems by investing a little time and energy in communication and protecting important relationships.

If you‘re inviting a challenging speaker, can you talk with them beforehand, and tactfully make clear your boundaries? Or if the speaker might get a rough ride from your audience, you might talk them through this to prepare them beforehand and discuss how they would like you to handle any difficulties.

Perhaps you have identified someone or a group who might be offended or hurt by the event. Maybe you can meet them to discuss it beforehand. You might explain to them why you want to have the event and what outcome you want it to have, while understanding their views and respecting their concerns. They might have ideas on how problems can be avoided. You might offer them a platform (though maybe at a different event). If it is not appropriate to allow them to have a speaker at your event, you could consider allowing them to have a written statement stating their position distributed at your event.

Communicate your ‘policies’ or formal ‘principles’ beforehand to all those concerned if this seems a good idea.

If you think this will be serious enough, you might consider meeting with university authorities or other relevant authorities. You could explain your reasoning for the event, outline your prevention and management strategies, and ask for their ideas and suggestions. Sometimes it‘s a good idea to offer to come back for a debrief or an evaluation session.

If you are concerned about the media, you could ask to speak with your university’s external relations department. They may be able to give support, like writing press releases or advising you on handling media curiosity. They might be telephoned by the media if anyone newsworthy happens, so they probably would appreciate being kept well-informed throughout.

If you can identify a representative or leader of a group that might be disruptive, consider meeting with them if it is safe and appropriate. This only applies to ‘peers’ or other student groups. Don’t do this if they are a hard-core group, or more powerful than you. Seek outside help in this case. If they don’t agree to your principles or ground-rules, consider yourself forewarned and put in place ways of keeping their group away from the event.

Have pre-meetings or even informal ‘training sessions’ with people named as facilitators – or people who can intervene positively to help to bring a situation under control, perhaps taking a disruptive person out of the room and talking with them until they calm down. Make sure they are aware of the risks and have strategies in place.