Debbie Ann Bailey Events Management Cipriani College of Labour & Co-operative Studies

RISK MANAGEMENT The Risk Management Process Preparing for Risk, Disaster and Crisis

RISK MANAGEMENT The Risk Management Process Avoid risks that are unacceptable Example: Cancel fireworks during dry season, etc.

RISK MANAGEMENT The Risk Management Process Accept risks that have acceptable consequences Example: Advertise the event “rain or shine”

RISK MANAGEMENT The Risk Management Process Manage risk by using the tools provided in this workbook Example: Create and review a risk management plan and appropriately train all event staff and volunteers

RISK MANAGEMENT The Risk Management Process Transfer risk by using tools such as contract provisions and insurance

RISK MANAGEMENT Risk Assessment Risk Analysis Risk Planning Risk Control Evaluation and Improvement

RISK MANAGEMENT Risk Assessment The process of creating a laundry list of possible risks associated with a specific event. Identification of risk factors must take place before an event and while there is plenty of time to do something about those risk that are discovered

RISK MANAGEMENT Risk Assessment SWOT Analysis Strengths Indoor venue, weather not an issue

RISK MANAGEMENT Risk Assessment SWOT Analysis Strengths Indoor venue, weather not an issue Weaknesses Outdoor venue, subject to weather

RISK MANAGEMENT Risk Assessment SWOT Analysis Opportunities You can move into an larger room Threats High profile guest, risk of protest action

RISK MANAGEMENT Risk Assessment Questions 1. What is exposed to loss? Property Net Income The safety of attendees or event workers Public image

RISK MANAGEMENT Risk Assessment Questions 2. What specifically could cause a loss? Theft Vandalism Inclement weather Violence and terrorist acts

RISK MANAGEMENT Risk Assessment Questions 3. Who would suffer a loss? The event organizer The event manager The attendees and participants The venue owner Third parties

RISK MANAGEMENT Risk Assessment Questions 3. What are the consequences? Financial loss Damage to reputation Legal liability (incl. financial loss) Loss of life, injury, adverse health condition

RISK MANAGEMENT Risk Analysis Prioritizing the risk by examining the probability that the risk will occur and the consequences if the risk does occur

RISK MANAGEMENT Risk Analysis Low probability Great Consequences High Probability Great Consequences Low Probability Minimal Consequences High Probability Minimal Consequences Probability Consequences

RISK MANAGEMENT Risk Analysis The Meeting Stakeholders Vendors Fire Police Venue staff

RISK MANAGEMENT Risk Planning Budget for the Risk Plan Prioritize risk management budget items based on the probability and consequences determined in the risk analysis phase

RISK MANAGEMENT Risk Planning Coordinating with the venue Fire Evacuation for reasons other than fire Injury or illness requiring on-site Weather-related emergencies, such as hurricanes, flooding Strikes, picketing or protest Threats of terrorism or other violence

RISK MANAGEMENT Risk Planning Coordinating with the venue Fire Evacuation for reasons other than fire Injury or illness requiring on-site Weather-related emergencies, such as hurricanes, flooding Strikes, picketing or protest Threats of terrorism or other violence

RISK MANAGEMENT Risk Control The process of implement the risk management recommendations established in the risk plan developed in the other stages

RISK MANAGEMENT Preparing for Risk, Disaster and Crisis

RISK MANAGEMENT Weather Natural Disaster Disruption Emergency Government Evacuation Acts of Terrorism Unexpected unavailability Illness affecting one or more attendees

RISK MANAGEMENT Mitigation Reduction or elimination of a possible crisis Continuity of operations Regulatory or contractual obligations Reputation of or confidence in the event or its organizer

RISK MANAGEMENT Preparedness Unforeseen Acceptable Identified Risks Steps taken to prepare a reaction All stakeholders must be informed of the planned reaction

RISK MANAGEMENT Response Who should receive report on an emergency situation Where emergency response personnel/facilities located How to handle specific situations – Individual illness to mass evacuations How to handle media inquiries

RISK MANAGEMENT Recovery Post event analysis What lessons were learnt?

RISK MANAGEMENT Recovery Post event analysis What lessons were learnt?

Taxes, Permits and Licensing

RISK MANAGEMENT Tax Issues NIS PAYE VAT Health Surcharge

RISK MANAGEMENT Permits & Licenses Event ComponentRegulatory Source Bingo/Gaming Contests National Lottery Board OccupancyFire Department MusicCOTT Noise (95 Decibel)EMA

RISK MANAGEMENT Permits & Licenses Event ComponentRegulatory Source Park UseMinistry of Agriculture Public AssemblyMinistry of National Security PyrotechnicsFire Department Signs and BannersMinistry of Works & Transport

RISK MANAGEMENT Permits & Licenses Event ComponentRegulatory Source AlcoholCustoms/Fire/Police/ Health/Magistrate Court Food HandlingMinistry of Health Health & SafetyOSHA

Injury to persons, Damage to Property

Injury to Persons 1. Duty of Care 2. Breach of Duty 3. Proximate Cause 4. Damage

Injury to Persons 1. Duty of Care Event Manager must provide the same level of care that a reasonably prudent person would exercise in similar circumstances. The event has a duty to provide a reasonably safe environment for the event. He/she must take the necessary precautions.

Injury to Persons 2. Breach of Duty This is if the Event Manager breaches his or her duty to care for event attendees. 3. Proximate Cause Failure to act or negligent action 4. Damage Direct cause of damage either physical injury or property loss to event attendee or some other party

Injury to Persons Liability Negligent Willful misconduct Reckless disregard for safety

Injury to Persons Injury to persons Health Security Safety

Injury to Persons Alcohol-Related Risk Alcohol should not be “self serve” Servers of alcohol should be properly trained Serve food first Provide seating Do not announce “last call” (one for the road)

Injury to Persons Alcohol-Related Risk Servers should be trained to stay aware of how many drinks they serve to an attendee Servers should monitor behaviour that indicate intoxication Slurred speech, belligerence, use of profanity overly loud talking

Injury to Persons Alcohol-Related Risk Look out for underage drinkers Verify the age of attendees Provide colour coded wrist bands

Injury to Persons Slip and Fall Injury Power cords Faulty chairs Wet floors

Managing Risk Screening event employees to make sure they do not have a criminal record of theft or burglary Having security staff patrolling the event area to prevent intrusion by outsiders Having a designated lost and found area

Shifting the Risk Contract Insurance Security

Shifting the Risk Planning Do not allow people to bring large packages or bags in to the event area Be sure event personnel are in uniform or wearing badges If appropriate, be sure that event attendees are identified with badges, wristbands, or other identifiers Monitor entrances and exits