EVENT MANAGEMENT TOU3925

Postgraduate Course Feedback Week 24: Risk management activity

Five steps to risk assessment (HSE, 2011) Assessment identifies the risks Mitigate the risks Transfer risks that can’t be mitigated Are the numbers controlled and predictable? Are visitors likely to be familiar with the venue? What are the characteristics of the predicted crowd – age/gender/family structure? Is the event likely to generate high emotions? How will performers affect this? Might there be aggressive behaviour/drug/alcohol use? Are gatecrashers likely? Develop risk register – process to suit organisation Legal risks (losses & costs arising from legal actions) Physical risks (injuries to participants and public) Moral and ethical risks (adverse publicity to image/reputation) Financial risks (loss of asset value, replacement costs, loss of revenue etc) Principle methods of addressing risk are: Prevention Reduction Transference Contingency Acceptance Contract review Review all third party contracts Ensure responsibilities clearly understood Identify transferable risks Legal levels of responsibility defined by both parties RISK MITIGATION: Security; Slips and trips (Health and Safety); Temporary structures; IT systems; Transport routes/parking Financial exposure review Identify vulnerable risk areas; Consider self-insurance limits; Identify cash-flow vulnerability Risk Mapping Develop risk measurement map: Inevitable losses/ catastrophic losses Review alongside contract and financial exposure review Agree how best to mitigate or reduce impact High risks – consider ways of reducing risk or prepare contingency plan Medium – Prepare contingency Low – take no immediate action, but continue to monitor (Bladen et al., 2012)

Activity Complete the risk assessment template for your event First consider how risky your event is Consider the type of risks your event poses Finally critically evaluate the level of risk Use these slides to help you.

Is your event low, medium or high risk? Where is it? How big is it? Risks and events Is your event low, medium or high risk? Where is it? How big is it? Who is your audience? What activities/ entertainment will be offered? Are the activities simple or complicated? Will participants have taken part in these previously? What are the range of risks at your event? How would you grade the risks? Bring a risky activity forward to make less impact if delayed Modify the project requirement to reduce inherent high risk (e.g. new technology) Allow appropriate time and cost contingencies Test and evaluate new approaches to work

Risk assessment What are the hazards? Who might be harmed & how? What are you doing to control the risk? Do you need to do anything else? Grade of risk Action by who? Action by when? Done Trips/falls Visitor may trip over AV cable Use signage to warn Ensure all AV cables taped Ensure all areas are well it Ensure signage in place on day Lights are on & check AV cables are taped Low Event manager/ AV manager During event set-up Risk Assessors Signature…………………………………………………………………………. Date………   Employers with five or more employees must have a written health and safety policy and risk assessment It is important to discuss the risk assessment with all staff and representatives The risk assessment should be reviewed periodically and also when anything significant happens that may change your assessment

Risk grading Severity Very Severe (5) Severe (4) Serious (3) Minor (2)   Severity Very Severe (5) Severe (4) Serious (3) Minor (2) Negligible (1) Multiple deaths, casualties, severe health effects Death, severe injury/ health effects Serious injury, Over 3 day injury First aid treatment, minor health effects No visible effects, minor injury e.g. bruise Likelihood Very Likely (5) 100% Chance of occurrence Very High Risk (25) Very High Risk (20) High Risk (15) High Risk (10) Low Risk (5) Likely (4) Sooner rather than later Very High Risk (16) High Risk (12) Medium (8) Low Risk (4) Possible (3) Foreseeable under normal circumstances Medium (9) Medium (6) Low Risk (3) Unlikely (2) Unless other factors precipitate Very Low Risk (2) Very Unlikely (1) Freak conditions or circumstances required Very Low Risk (1)