Risk Management – Partners in Safety Chris Clarke, Client Services Director P&MM Travel Limited

Events & communications specialists Award winning industry leader Full service agency – a one stop shop 400 events per year: 30 to 6,000 people Part of Motivcom Group plc – £70M in 2006 Quality & Security: P&MM – an overview 5022

Risk management – what is it? Risk management requires those involved in an event to assess the health & safety risks inherent in operating any event or group gathering By doing this you protect your employees, clients, suppliers and the public from any unnecessary exposure to danger

5 step approach Identify the hazard Assess the risk – who may be harmed? Examine existing controls Proposed actions to improve / reduce Regular revision

Influences P&M M Industry bodies The media ClientsThe law Health & safety executive Suppliers Employe es

Our position? Substantial support and guidance provided to P&MM suppliers Health & Safety checks arranged on all events, for all component parts SLA established and agreed with all P&MM DMC’s Using HSE guidelines & industry experts to establish industry appropriate procedures Dedicated Resource Manager Working with Blue Chip clients who are forcing the issue Forced to lead the way PLC responsibilities P&MM one of the largest agencies in the UK

Our approach Brief taken Destinations selected Suppliers briefed SLA doc sent Supplier responses received Process Manager reviews proposal for risk Answers suppler SLA issues Proposal delivered to client Destination confirmed Risk Assessment docs dispatched to suppliers Site inspection conducted Final programme reviewed for risk SLA / Risk Assessment finalised with all suppliers Project delivered

Destination considerations Political stability Recent ‘terrorist’ activity Natural disasters Bad press Population and their standards of behaviour Crime Diseases Standard of accommodation Transport Service levels Activities available Professional support

How wrong can it go? Passenger boat capsizing in Bahrain April 2006 Was not licensed for sailing Quad bike accident – Zambia 2007 Not appropriately supervised / controlled Various occasions of mass food poisoning - R isk Assessment in advance MAY have prevented these incidents

What we assess Transportation licenses / vehicles up to standard Sufficient life saving equipment on boats Safety briefings or guidelines Qualified, insured & experienced drivers Appropriate levels of hygiene at F&B outlets First aid facilities Emergency planning & procedures Communication (language & equipment) Financial stability –Not limited to the above!

Overview of a Malta brief 200 people (100 couples) Travelling October 2008 Four nights on the ground Full ground programmes – mix of optional activities, free time and all F&B Direct economy flights - scheduled & charter options

Risks that affect you? Food & beverage outlets Function space / facilities Emergency exits / signage Emergency procedures / equipment Operator licences & accreditation Personnel Financial health check Insurances The Hotel

Risks that affect you? Restaurants VenuesTransportation Emergency procedures Operator licences & accreditation Personnel Financial health check Insurances The DMC

How can P&MM support you? Has invested considerable time and experience in developing industry leading risk management procedures and policies Has a dedicated H&S Process Manager Has developed a series of in-depth check lists and guidelines to support your own risk management processes Has developed processes in-line with the UK’s HSE guidelines to ensure absolute relevance to the C&I industry Commit to provide full feedback to our suppliers Permission to suppliers to use our forms & processes as part of their own risk assessments By complying with these processes, the risk of Corporate Manslaughter charges levied in case of emergencies is minimised!

Thank you Any questions?