Handout 9

Question 1

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).

Answer 1

Risk management

Question 2

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.

Answer 2

Risk

Question 3

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.

Answer 3

Crisis

Question 4

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.

Answer 4

Emergency

Question 5

This is an incident that has high impact, occurs abruptly, is unforeseen, and usually results in significant loss or damage.

Answer 5

Disaster

Question 6

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.

Answer 6

Creating a risk management team

Question 7

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.

Answer 7

Conducting risk assessment

Question 8

Brainstorming all possible risks associated with the event can yield a daunting list of possibilities ranging from minor

Answer 8

Performing risk analysis

Question 9

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.

Answer 9

Developing a risk management plan

Question 10

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.

Answer 10

Summary and description of the meeting

Question 11

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

Answer 11

Risk team and response team

Question 12

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.

Answer 12

Emergency response procedures

Question 13

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.

Answer 13

Facility information

Question 14

This includes staff of both the event organizers and the facility, emergency
services, attendees’, and their emergency contacts.

Answer 14

Communication list

Question 15

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.

Answer 15

Forms and appendices.

Question 16

Contingency plans must be developed for the risks that need
management.

Answer 16

Providing mitigation activities

Question 17

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.

Answer 17

Insurance

Question 18

it is a binding agreement between two (2) or more persons or parties, especially one that has been written and is legally enforceable.

Answer 18

Contracts.

Question 19

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.

Answer 19

Implementing the plan

Question 20

(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.

Answer 20

incident commander or safety officer

Question 21

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.

Answer 21

Health and safety policy

Question 22

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).

Answer 22

Event safety memo

Question 23

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.

Answer 23

Reporting procedures

Question 24

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.

Answer 24

Normal operating procedures

Question 25

is essential to ensure effectiveness. Inspections of the event site should take place before (during ocular visit) and during the event, and when the attendees have left the event venue premises. These inspections should be performed by the event organizers and their contractors.

Answer 25

Monitoring and inspections

Question 26

This health and safety element depends entirely on the type, scale, and complexity of the event. For larger and more complex events, it will be necessary to seek their advice, assistance, and cooperation.

Answer 26

Emergency services

Question 27

They may advise on many safety aspects such as audience numbers, crowd control, emergency procedures, communications, traffic management, and emergency service access.

Answer 27

Police

Question 28

They may advise on occupant capacity, potential fire hazards, firefighting equipment, equipment locations, emergency access, means of escape, signage, lighting, rendezvous points, pyrotechnic elements, bonfires, and other emergency procedures.

Answer 28

Fire brigade

Question 29

Depending on the type and scale of the event, the organizers may require the assistance of the local health board or First Aid organization. It must be available for everyone working on, performing at, competing in, or attending the event.

Answer 29

Medical services

Question 30

The easier it is for people to attend the event, the better the overall experience they
will have. Always keep the audience in mind and their potential needs, because a happy, stress-tree attendee is likely to come back to future events.

Answer 30

Welfare services

Question 31

This should be supplied at all types of events, particularly at those held outdoors.
Depending on the existing venue services, the event organizer may have access to mains (utility distribution) .

Answer 31

Drinking water

Question 32

This facility is necessary if the event is family-oriented. This provides parents or guardians a place to change babies’ diapers and clothes.

Answer 32

Baby change

Question 33

If the event anticipates children as attendees, it is crucial to provide an area where they can go or be taken to should they become separated from their parents or guardian.

Answer 33

Lost persons or property

Question 34

If the event covers a large area or if there is the potential for people to become separated from their group, provide one (1) or more that is well-signposted. Remember to number these points for identification and to avoid confusion.

Answer 34

Meeting points

Question 35

Depending on the complexity, length, and type of event, it may be wise to have a point or points of information. Those staffing these positions should be knowledgeable about the event, the venue, parking and transport arrangements, etc. and must also be kept informed of any program changes that the public needs to know about.

Answer 35

Information points

Question 36

Ensure that the area is suitably stocked, secured, and staffed throughout the event. It refers to a facility for temporary safekeeping purposes in a venue. Agree on a policy and procedure on receiving bags, luggage, and other accessories.

Answer 36

Cloakroom facilities

Question 37

Good management of these are key issues for events.
Poor planning can lead to unnecessary disruption for those involved in or attending the event as well as the usual day-to-day traffic going to and around the venue or location.

Answer 37

Traffic and transport management

Question 38

The size and nature of the event will influence the type and amount of these measures required.

Answer 38

Security and surveillance