Contingency plan vs. emergency plan: what are the differences and how can they be combined?

In the humanitarian sector, anticipating and reacting effectively to crises is an absolute necessity to guarantee the safety of humanitarian teams and the continuity of missions in the field. In this respect, two types of strategy are frequently mentioned: contingency planning and emergency planning. Although complementary, these approaches do not follow the same logic or meet the same operational needs.

In this article, we will first clarify the fundamental differences between these two plans, then explain in concrete terms how they can be combined to strengthen your teams' preparedness and responsiveness. We will also illustrate these approaches with practical examples from the field

Contingency planning: anticipating the unforeseeable

Contingency planning is a proactive strategy which anticipates possible but uncertain scenarios by clearly defining the measures to be adopted to limit potential impacts. It involves a precise assessment of the risks to which humanitarian professionals could be exposed in the field, such as armed conflict, natural disasters or health crises.

A good contingency plan is based on several fundamental elements:

Identifying the risks specific to each assignment

It is essential to carry out an in-depth analysis of the environment in which humanitarian teams operate. This involves taking into account contextual risks such as armed conflict, natural disasters (earthquakes, floods, storms), epidemics, and logistical and security risks specific to each region. The more precise this identification is, and the more closely it is adapted to the reality on the ground, the more effectively the teams will be able to anticipate critical scenarios.

Assessing their likelihood

Once the risks have been clearly identified, it is necessary to assess the likelihood of their occurrence and the potential impact on humanitarian teams and activities. This assessment makes it possible to prioritise the most critical risks, and thus to allocate the resources needed to prevent them and ensure that operational teams are adequately prepared.

Defining the roles and responsibilities of humanitarian actors

The effectiveness of a contingency plan relies heavily on a clear division of roles and responsibilities between the humanitarian actors involved. Each member of the team must be clear about his or her tasks in the event of a crisis. This includes designating specific people to coordinate evacuation operations, manage internal and external communications, and supervise logistical or medical aspects. This explicit allocation avoids any confusion at the critical moment.

Setting up early warning mechanisms

Anticipation also means being able to detect early warning signs of a potential crisis. Setting up early warning systems (radios, satellite devices, local surveillance networks) enables humanitarian teams to react swiftly. In addition, it is essential to define precise protocols to ensure fluid communication between all the players involved in order to ensure a coordinated and rapid response to an emergency situation.

This comprehensive upstream preparation enables our teams to act quickly, efficiently and confidently when a crisis occurs, avoiding any improvisation and limiting the risks for humanitarian staff and missions in the field.

To develop a solid contingency plan tailored to your mission, find out more about Sahco's training courses on risk management and safety in the field on this page dedicated to risk management.

Contingency planning: responding to the unexpected

Unlike the contingency plan, the emergency plan is reactive and designed to respond immediately to a recognised crisis. It clearly details the concrete actions to be taken as soon as a specific, identified event occurs. The main objective of a contingency plan is to minimise immediate damage to humanitarian staff and ensure the continuity of vital mission activities.

An effective emergency plan includes clear procedures such as :

Rapid evacuation of humanitarian workers

This procedure must specify safe evacuation routes and the logistical resources available (suitable vehicles, safe assembly points, predefined places of refuge). Everyone involved must know exactly what their role is in the evacuation process, as well as the emergency contact points in the event of dispersal or loss of communication.

Deploying additional resources

Faced with a crisis, the teams on the ground can quickly find themselves overwhelmed. The emergency plan must therefore anticipate how and where to mobilise additional resources: qualified back-up staff, additional medical equipment, specific logistical resources (helicopters, armoured vehicles, satellite telecommunications), or even immediate financial resources to manage the crisis effectively.

Organising fluid and transparent crisis communication with all the stakeholders involved

During an emergency, it is imperative to ensure clear and regular communication. The plan must therefore include precise protocols for rapidly informing humanitarian personnel, local authorities, operational and financial partners, as well as the media if necessary. This includes designating official spokespeople in advance, setting up emergency telephone lines, using secure channels and defining key messages to avoid any confusion or misinformation.

These clear, practical procedures, which your teams are fully familiar with, enable them to react immediately and effectively in the event of a humanitarian crisis.

If you would like personalised advice on setting up a reliable emergency plan, contact our experts directly via our contact page to discuss your specific requirements.

How can these two plans be effectively combined?

Combining the contingency plan and the emergency plan is essential for a complete and robust strategy. The contingency plan prepares your teams by defining hypothetical scenarios in advance, while the emergency plan is activated when these scenarios become real. To ensure that they complement each other, here are a few key recommendations:

• Clearly identify the points of connection between the two plans: Make sure that the scenarios defined in the contingency plan are explicitly linked to the immediate actions in the emergency plan. This consistency facilitates a rapid response tailored to the actual circumstances encountered in the field.
• Establish regular training: Humanitarian teams must be trained regularly in these two types of plan to ensure they are fully mastered. Joint simulation exercises ensure that humanitarian staff are fully familiar with the protocols to be followed, thereby reducing stress and the risk of error in a real emergency situation.
• Update your plans regularly: The risks in the field are constantly changing. This is why a regular review of these plans is essential. Sahco offers tailor-made training and support to help you update your procedures. Find out more about our expertise on the page dedicated to humanitarian training.

Concrete examples from the field

Take the example of an NGO operating in an earthquake-prone region. Its contingency plan will identify the risks associated with earthquakes and detail the resources required for a rapid response (emergency food stocks, satellite communications, evacuation procedures). Once the earthquake is triggered, the contingency plan will be activated with immediate action: rapid evacuation of humanitarian teams, rapid setting up of advanced medical posts and real-time communication with local authorities and international partners.

Another case might involve an NGO operating in a security crisis linked to armed conflict. The contingency plan will anticipate the risks associated with an escalation of violence (identification of secure shelters, evacuation routes, prior negotiations with local stakeholders). As soon as violence escalates, the contingency plan will be implemented immediately to protect humanitarian workers and rapidly re-establish a secure supply chain.

These examples clearly illustrate how a combined approach is essential for optimum risk management in the field. To find out more and build a comprehensive security strategy, read our complementary articles on good practice in humanitarian security.

Conclusion

Understanding the differences and complementarities between contingency planning and emergency planning is crucial for any humanitarian organisation wishing to effectively protect its teams and ensure operational continuity in the field. By supporting you proactively, Sahco puts its expertise at the service of your humanitarian mission. To discuss your requirements with our experts and work together to develop plans tailored to your context, please do not hesitate to contact Sahco.