Handout 9 Flashcards
means recognizing the possibility of injury, damage or loss, and having the means to prevent it or provide insurance. This must considere financial, legal, physical, and intangible risks (such as damage to reputation) for meetings, incentives, conventions, and expositions (MICE).
Risk management
This is the possibility that a crisis, emergency, or disaster may occur. It is not the crisis, emergency, or disaster itself, but only to the possibility of their occurrence.
Risk
This is an incident characterized by having a small chance of occurring, but when it does, it carries significant risk that threatens the existence of an entity.
Crisis
This is an instance that is unforeseen and has significant impact such as mortal injury, property damage, and will result in the suspension of the activities of an entity.
Emergency
This is an incident that has high impact, occurs abruptly, is unforeseen, and usually results in significant loss or damage.
Disaster
has to be assigned to develop a risk plan. RISK management Is not just the lob of security personnel or the venue or the insurance company. The event organizer has a legal and ethical obligation to take an active role in risk management.
Creating a risk management team
Once the risk team has been assembled, the first task is to brainstorm a comprehensive list of risks that could happen and will affect the event, the team, and its stakeholders.
Conducting risk assessment
Brainstorming all possible risks associated with the event can yield a daunting list of possibilities ranging from minor
Performing risk analysis
Once the event organizer has determined the team that will write the plan (and/or a separate team that will implement the plan on-site if something happens), they are finally ready to write the plan itself.
Developing a risk management plan
This section will need to change with each event held.
Intangibles such as the event goals and objectives, and a description of the event attendees should be included in this section as well as the date/s, duration, schedule of activities, and the like.
Summary and description of the meeting
This section should include the names, the role of each member, and their contact numbers. Sample roles might include monitoring the news on the pending risk (crisis, disaster or emergency), communicating with media, staff, venue representative, and emergency response services, and managing appropriate response: evacuation, shelter in place
Risk team and response team
These are categorized by cause (natural, human-caused, or
technological) or response (evacuation, shelter in place, first aid). These must be written in simple,
easy-to-follow steps.
Emergency response procedures
This section will also have to be changed and customized for each event facility
(e.g., function hall, outdoor space, classrooms, etc.). There may be multiple facilities used for a single event. This will include contact information for key facility representatives, floor plans, evacuation
routes, emergency exits, and location of emergency equipment.
Facility information
This includes staff of both the event organizers and the facility, emergency
services, attendees’, and their emergency contacts.
Communication list
This section includes, at a minimum, an incident report form, lists of nearby
emergency services (e.g., 24-hour medical and dental clinics), and other forms of information that may
be needed by the event organizer, the venue, or the vendors in case of a crisis.
Forms and appendices.
Contingency plans must be developed for the risks that need
management.
Providing mitigation activities
Buying this is a way of shifting the financial risk of loss, injury or damage to the company. It is a payment guarantee in case a risk indeed happens.
Insurance
it is a binding agreement between two (2) or more persons or parties, especially one that has been written and is legally enforceable.
Contracts.
The risk management plan can only be useful if it is easily accessible and if people are familiar with its contents. The time a crisis occurs is not the time to find out what is actually in the plan. Key people, both at the event (i.e., the safety and security/general services committee) and back at the office (if such exists), should have copies of the plan in a 1- to 1.5-inch red binder (red is used for easier visibility and as an indicator for risk-related documents/reports) or an electronic equivalent kept close to them or where they can easily access it.
Implementing the plan
(in a class setup, the committee head for safety and security/general services), together with the response team, must be determined to be in charge of responding to all crises in an event. This person ensures that everyone has and plays their assigned role during cases of emergency, disaster, or crisis.
incident commander or safety officer
should set out the event organization’s commitment to health and satetv. However. the internal Is likely to be difterent from the one that will be created specifically for a planned event.
Health and safety policy
It contains the health and safety policy of the event and the organization. This must be distributed to all those working at the event (preferably at the pre-event briefing or meeting).
Event safety memo
For every aspect of health and safety, the event organization should have a procedure for reporting incidents and occurrences. It should be clearly stated in the Event Safety Memo
how and to whom individual incidents should be reported.
Reporting procedures
If the event’s location is an existing venue, these will likely have in place. Ensure that the whole event organization is aware of these and are also incorporated into each committee’s planning.
Normal operating procedures
