1. Risk and Emergency Services Management
Chapter Seventeen
Risk and
Emergency Services Management
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

2. Chapter learning objectives
17.1 Understand and implement the risk management process
17.2 Analyse and mitigate the risks associated with mass gatherings
17.3 Analyse and mitigate the risks associated with outdoor events
17.4 Create an emergency response and evacuation plan
17.5 Understand the licensing requirements related to the use of pyrotechnics.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

3. Units of Competence and Elements
SITXGLC501 Research and comply with regulatory requirements
Research information required for legal compliance
Develop and communicate policies and procedures for legal compliance
Ensure compliance with legal requirements
Maintain personal and organisational knowledge of regulatory requirements
SITXWHS301 Identify hazards, assess and control safety risks
Identify hazards
Assess the safety risk associated with a hazard
Eliminate or control the risk
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

4. Units of Competence and Elements
SITXEVT604 Develop and implement event management plans
Define planning requirements
Develop event plans
Monitor event plans
Evaluate event and event plans
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

5. Introduction
Risk management is the practice of assessing and mitigating risks.
Contingency plans and emergency procedures follow from this.
Risk management covers economic, psychological, performance and physical risks.
Identification of risk in the early stages of planning is crucial to the success of the event.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

6. Process of risk management
Identifying possible risks
Anticipate critical risks and table them
Judge severity of risk and probability of them happening
Process should continue throughout planning.
Classifying the likelihood of a risk occurring
Level A: almost certain risks
Level B: likely risks
Level C: possible risks
Level D: unlikely risks
Identifying possible risks – This is a show of due diligence. Without a risk assessment event managers are unlikely to get insurance or approval to run the event.
Classifying likelihood – This is a common method to rank likelihood. The higher the likelihood, the closer the monitoring and more vigorous the risk mitigation required.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

7. Process of risk management
Grading the severity of an incident
Grading according to Australian Standard AS/NZ4360:2004
Level 1: negligible incident
Level 2: minor incident
Level 3: moderate incident
Level 4: major incident
Level 5: severe incident
If event manager’s assessment is comprehensive the compliance expectations should be achieved.
Level 1 – No injury/low financial loss
Level 2 – First aid treatment and on-site release/medium financial loss with immediate containment
Level 3 – Medical treatment and on-site release/high financial loss contained with outside help
Level 4 – Extensive injury with loss of production capability and offsite release with no detrimental effects/major financial loss
Level 5 – Death or toxic release offsite with detrimental effects/massive financial loss
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

8. Process of risk management
Anticipating risk based on the nature of an event
Low-level risk events
small indoor events
no specialist elements
participants are operating within their area of expertise.
Medium-level risk events
larger indoor events outside range of normal experience
more complex activities
may be located outdoors with high attendance
no obvious dangerous elements
staff and managers have experience.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

9. Process of risk management
High-level risk events
large attendee numbers in an unfamiliar venue
management and staff with little or no experience of the event or environment
clear warnings of danger if safety measures are ignored or qualified instructors and contractors are not used.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

10. Process of risk management
Risk assessment checklist
Permits, licenses and approvals
Insurance
Communication with key stakeholders
Effective transport systems
Signage and communications
Security plan, including emergency services and evacuation
Site risk assessment
Animals and wildlife
Accessibility
Risk assessment checklist – Should list all things relevant to the event that may cause a risk or hazard to anyone attending the event. A table should be used to record each risk, assess them and mitigate them.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

11. Safety at outdoor events
Complete the following to increase safety:
Risk assessment conducted
Insurance requirements covered
Meet statutory requirements and communicate regularly
Use licensed and recommended contractors for building, electrical, sound, lighting and security
Adequate provision of services
Emergency, evacuation and safety plans created
Keep records of visitors, incidents and accidents
Final inspections conducted before opening site.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

12. Safety at outdoor events
Preparing outdoor events for thunderstorms
Ensure the event is prepared for extreme weather
Have escape routes and protection areas in plans
Monitor the weather
Severe thunderstorm safety tips:
choose a safety location
communicate location and routes to staff and contractors
have emergency packs ready
ensure procedures for taking down loose items
monitor weather via observation and official reports
keep calm – evacuation and cancellation are last resorts.
Choose a safety location – preferably an enclosed room reinforced with pipes (such as a bathroom) on a low floor of a building.
Emergency packs – battery powered torches and radios, water, food, first-aid kits, blankets and clothing.
Loose items – removing small marquees, umbrellas, livestock/animals, banners, vehicles, etc. where possible so they don’t cause damage if they become airborne.
Keep calm – Event managers must not cancel or evacuate an event if close monitoring is required instead. Assess the risk to patron safety and then make an informed decision.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

13. Emergency response plan
Plans should be developed in conjunction with stakeholders, and include:
how emergency services will be contacted
how minor emergencies will be handled
event personnel authorised to initiate the plan
how guests are informed of an evacuation
scale, grid reference map, including location of control centre and evacuation routes
location of nearest hospital
triage loading area and emergency vehicle access
how power and light will be managed in an emergency.
Minor emergencies – those not requiring emergency services or outside assistance
Event personnel – those who are able to make the decision to evacuate
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

14. Emergency response plan
Emergency medical health services
Show due diligence by providing medical services
Have sufficient first aid stations for expected numbers
Event type will determine level of services required
Follow Manual for Safe and Healthy Mass Gatherings
General medical issues
Are personnel skilled? Is training required?
Who will provide health care staff?
Is accreditation required for health staff to access site?
How will medical supplies be obtained and stored on site?
Manual for safe and healthy mass gatherings – prepared by the Commonwealth Government's Emergency Management Agency, outlines guidelines for event managers.
General medical issues – Personnel may be required to be fire wardens, or assist with evacuations. May need first-aid certificate to assist with those duties.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

15. Emergency response plan
On-site medical facilities
Need clearly identified, easily accessible facilities
May include a first-aid post, medical tent or ambulance
Running water, power and refrigeration is usually needed.
Ambulance response
Consult with the ambulance service during planning
Will ambulances be on-site or on-call?
If on-site for participants, can they be used for guests?
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

16. Emergency response plan
Medical care logistics
Transporting patients to on-site care facilities
Communications between health staff and other staff
Location of medical staff – roving, fixed site or both?
St John first aid services
Foremost provider of first aid at events
Provide trained, accredited volunteers
Have insurance and infrastructure
Excellent reputation and strong policy and procedures.
St John first aid services – St John provide ambulances, medical supplies, staff at all levels (first aid, doctors, nurses, etc.).
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

17. Emergency response plan
Police services
Need to submit all planning to police for approval
Police will decide how many officers are required
Event manager pays for police on a ‘user pays’ basis for non-community based events
Main aim of police presence is deterrence
Police can use powers to assist with trespass and belligerent patrons that security cannot do
Police and PAD (sniffer) dogs are often present at music festivals due to the perception of illicit drugs
All planning – event operations plan (traffic management, liquor licence, Public liability insurance, waste management, OHS, council approvals and venue, EPA, emergency services, fire brigade documentation). The police may ask for changes or provide feedback on this documentation.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

18. Emergency response plan
Metropolitan and rural fire brigade
Detail the compliance requirements in the planning stage
Fire and event compliance requirements
adequate extinguishers and training for fire wardens
evacuation plan
exits and adequate signage
access to water
flammables treated with flame retardants
In the case of fire
ensure safety of all on-site and conduct evacuation
contact fire brigade and fight fire if safe to do so until they arrive.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

19. Emergency response plan
Evacuation planning and procedures
Event manager is required to create an evacuation plan under Australian Standard AS/NZ 4360:2004:
set up EPC (Emergency Planning Committee)
establish plan
assign employees to roles in Emergency Control Organisation (ECO)
arrange training for all staff
scheduling evacuation drills
reviewing and amending procedures
ensuring event staff are insured against civil liability.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

20. Emergency response plan
Emergency response plans should include:
venue capacity
assembly and evacuation routes and signage
provision for disabled patrons
lifts and escalators
accounting for all people
marshalling points
safeguarding cash
communications systems
emergency equipment
control and coordination points for staff
coordination with other agencies.
Accounting for all people – need to use ticket agent manifests, scanner records, etc. to ascertain number of people.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

21. Fireworks and pyrotechnics licensing
Displays require council and fire authority approval.
Pyrotechnic companies generally lodge applications.
Must be detonated by licensed professionals.
Event insurance must cover pyrotechnic displays.
Placement/launch site
Consideration of wind factor
Barrier between crowd and launch site
Presence of fire fighters
Inspection of site after detonation
Storage of unused fireworks.
Barrier between crowd and launch site – this includes launching over water where possible, not launching over the heads of patrons the use of protective clothing for technicians due to the risk of injury from falling debris.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

22. Chapter summary
Risk management entails the identification, evaluation and control of risks or hazards.
Event risks should be recorded as part of the emergency planning procedure.
The emergency response plan outlines how evacuations will be conducted in the event of an emergency situation.
Emergency situations include medical, police and fire issues.
Use of pyrotechnics at events incur specific risks.
Copyright © 2011 McGraw-Hill Australia Pty Ltd
PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee