The 7 Step Risk Management Plan - W9

7 Steps to the Risk Management Plan What is included in *Step 4 for Risk Management Strategies*?

*Risk Control* - reduce your exposure to risk and loss by creating strategies to prevent or manage risks *Risk Transfer* - the transfer of risk from the event to insurance companies, other organizations such as vendors or consumers. Through the use of contracts and waivers. (the more you do this the better for you) *can still be labeled as guilty in a lawsuit in the eyes of the court

7 Steps to the Risk Management Plan What is included in *Step 7 for the Evaluation*?

- After an emergency determine what worked, what didn't in your plan (when will you do this, who will be involved, what methods will you use) - Evaluate the organizations ability to respond, implement and control situations as they happened (methods) - Record all cost factors that apply to the risk management strategies and their implementation (methods)

7 Steps to the Risk Management Plan What is included in *Step 5 for the Emergency Response Plan*?

- Designate roles and responsibilities of all involved - Create a list of available resources - Develop effective communication systems - Determine how and what to inform the public of - Devise your emergency response activation method - Decide how resources will be mobilized - Develop your reporting system - Create an emergency operations centre - Have a site security plan - Create and distribute a telephone contact list

What are the *5 Areas of Concern*?

- Event Administration - Safety of People - Equipment & Facilities - Cash & Funds - Supply Loss or Damage

7 Steps to the Risk Management Plan What is included in *Step 2 for Identifying Hazards*?

- Identify potential hazards for your event. *Brainstorm all potential hazards that might affect your event. This will vary depending on the type of event, crowd, time of day, programming, etc. - heat stroke caused by ......... - food poisoning caused by ....... - faulty wiring which could cause .........

7 Steps to the Risk Management Plan What is included in *Step 6 for Included Control Mechanisms*?

- Planning without being able to take action is worthless, ensure that you have the authority and measures in place to activate your response - Delegation is key to meeting the required level of detail - have an organizational chart and ensure everyone is aware of their role in an emergency - Controls are needed to ensure strategies are carried out, create a procedural manual Examples - Michelle will review the organizational chart to ensure that it is accurate. She will make sure that the event personnel are well aware of where they fit as far as who to report to. This will avoid confusion at the time of an emergency. - Michelle will meet with the local police department to review the emergency response procedures set in order to make certain that they meet the legal requirements.

7 Steps to the Risk Management Plan What is included in *Step 1 of the Risk Management Objectives*?

- To preserve the event at all costs - To protect the sponsors and organization - To avoid a lawsuit - To maintain a positive public image - To provide ethical service for vendors and consumers - To prevent a catastrophe - To protect workers and volunteers - To protect property

5 AREAS OF CONCERN What are some of the concerns that are included in the *Equipment & Facilities* section?

- review contracts to determine liability - review insurance/ damage to site or equipment - team responsible for security of site - equipment inventory - technology management - report damages immediately - report theft Examples - Lucie will review venue contract to determine - liability considerations for venue equipment and facilities. - Jack will be in charge of making sure that the inventory makes it to the site, is securely stored, is given to the appropriate personnel for use of set up and make sure that it is returned. - Celine will make sure that electric cords are properly secured.

5 AREAS OF CONCERN What are the concerns that are included in the *Safety of People* section?

- review safety features - consider risks - review emergency procedures - availability of first aid - insurance familiarity with safety and first aid - hazardous materials and equipment stored properly - written plan for emergency procedure - keep written record Examples - Steve will make sure that signs indicating where the first aid kit(s) is (are) located are visible (for the attendees and staff). - Helene will facilitate a session in order to review the emergency procedures with the staff. - Sylvia will contact emergency personnel to discuss schedules.

5 AREAS OF CONCERN What are some of the concerns that are included in the *Cash & Funds* section?

- review security - theft insurance - train team - secure storage of cash - financial accounting monitored - record cash coming in - report loss immediately - transportation Examples - Caroline will ensure that the people who are responsible for the transportation of the funds ( John and Erica) have a valid police record check and a minimum of two references to minimize the risk of theft. - Caroline will make sure that the funds are counted on site by Jennie and Jill in a secure trailer before removing it from the site.

5 AREAS OF CONCERN What are some of the concerns that are included in the *Supply Loss & Damage* section?

- secure area for storage - perishables (maintenance) - storage of hazardous materials - WHMIS training - labeling - report loss or damage immediately Examples - Celine will designate a secure area where staff and volunteers can keep their belongings. - Doris will review the incident report form to ensure that it is accurate and complete. She will then make it accessible to those who will be responsible in filling in the forms. - Sandy will ensure that an area is set up, secured and supervised for the storage of the parade prizes (most original float etc.).

5 AREAS OF CONCERN What are the concerns that are included in the *Event Administration* section? (9)

- spokesperson - security plan - insurance - safety plan - contingency plan - incident reporting - develop and implement techniques to manage risk - comply with legislation - seek legal advise Examples - Lucie will contact the lawyer to verify if waiver information on tickets is up to date. - Celine to contact K& K insurance to ensure that contract is updated and valid. - Rosie will be our media spokesperson. - Jocelyn will contact the city to inquire about any new legislation related to bylaws.

What are the 7 Steps to the Risk Management Plan?

1) Determine Risk Management Objectives 2) Identify Hazards 3) Evaluate Hazards 4) Risk Management Strategies (how to avoid situation) 5) Emergency Response Plan (what will I do if the hazard is to happen) 6) Controls 7) Evaluating Strategies

What is Risk Management? (4)

1) The ability to predict areas of an event where loss or injury may occur .... And planning to reduce or eliminate the risks involved to the organization, the special event team and the participants or attendees. 2) The process of risk assessment, control and financing 3) A structured, common sense approach to reducing the frequency and severity of hazards 4) A rational approach to dealing with the risk faced by all event planners

PARTICIPANT PERSONALITY PROFILE Define the traits of someone who has an Allocentric personality?

ALLOCENTRIC - the tendency to accept risk while traveling or attending an event Wants excitement, will tend to ignore security personnel's warnings Free with money Bores easily, will not complain to security until after an incident has occurred Person will climb onto stage and seek crowds Troublemaker - wants a challenge Single

7 Steps to the Risk Management Plan What is included in *Step 3 for Evaluating Strategies*?

PROBABILITY OF OCCURRENCE Rare - unlikely - moderate - likely - almost certain CONSEQUENCE SEVERITY Insignificant - minor - moderate - major- catastrophic (insert into a chart)

PARTICIPANT PERSONALITY PROFILE Define the traits of someone who has a Psychocentric personality?

PSYCHOCENTRIC - the tendency to avoid risk at all cost while traveling or attending an event Wants fun without danger, may be overly cautious Is frugal with money, may worry about being overcharged Tends to complain about everything from people watching him or her to atmospheric conditions Person wants to enjoy show and avoid crowds Does not want to stir pot or make trouble Family oriented