ACUI 2008: Do You Know What It Means? Risk Management for Unions & Campus Event Programs David L. Robertson - Philip J. Arnold -

Risk Management for Unions & Campus Event Programs Goals of Session 1.Learn the difference between Hazards and Risks 2.Learn an assessment tool that you can use 3.Develop strategies to reduce hazards and risks 4.Complete Risk Management Assessment 5.Learn from other’s risk management experience

Risk Management for Unions & Campus Event Programs Definitions: Hazard, Risk & Risk Management Programming Facilities Campus Emergencies Off-Campus Programs

Hazard- Any situation or condition which exits or might possibly develop which could result in injury or grievance. Risk- Likelihood that a potential hazard may occur. Risk Management - Minimizing or eliminating hazards and reducing risk of occurrence. More specifically, risk management is: (1)The process of assessing and identifying existing or potential hazards. (2) The process of taking action to mitigate or eliminate those hazards to reduce the likelihood that these conditions or possibilities will result in physical injury or personal grievance to union patrons and/or staff.

Programming Event Risk Management Issues Number of patrons expected Type of crowd: calm/laid back to potentially rowdy Number of staff needed Number of campus police needed EMS personnel needed Yes or No Staff supervision - Name:________________________ On-call assistance- Names, phone numbers______ Preventative measures discussed w/ agent, road manager, artist.

Programming Entrance Issues I.D. Collection or checking system Bouncers/Police at entry points Event/Building policies posted Wristbands for those of age

Programming Safety Warnings Posted at Exits “Friends Don’t Let Friends Drive Drunk” “Never Walk Home Alone” Calling services provided free for cabs/campus safety van rides, etc…

Programming Alcohol Consumption If alcohol event, are policies in place to prevent /deal with intoxication? Wristband system in place at entrances Bartenders TIPS trained? Judicial Referral Forms available? Food Items and non-alcoholic beverages available? “Open Mic” Night-Performance Agreements

Programming Contract Liability/Safety Issues Contract and school rider signed Contracts & riders available at venue Policies to ban Pyrotechnics and other risky behaviors Licensed electrician needed to connect stage lighting?

Programming Contract Liability/Safety Issues Sound levels/decibels under school or artist control? Ear plugs available? Exits marked and clear? Evacuation announcements made before and during show (directing patrons to nearest exit, not necessarily the one they entered though)

Facility Issues Emergency Response Plan Active Shooter – Internal Threat Room Cards – Emergency Numbers & Protocols Evacuation Procedures - Staff & Building Offices Training Workstations: (1) Bomb Threat/”Rampage” Instructions (2) Emergency phone numbers (3) Evacuation Procedures Hazardous substance kits (plus trained staff)

Campus Emergencies Active Shooter – External Weather Preparations - Floor Mats, Mopping Equipment, Hazard Signs Weather Extremes – Snow, Ice. Early Closing Procedures Outdoor Events -- Lightning Policies, Rain Policies, etc…

Off Campus Programs/Trips Medical forms completed, sent on trip and filed in office Assumption of risk forms completed and on file at institution 15-passenger van training -- 2 trained drivers per trip Trip Leaders Kit- Cell phone, First-Aid kit, medical forms, assumption of risk forms, maps, emergency contact numbers, credit card and phone number

SAFETY ISSUE Hazard 1 to 5 Risk 1 to 5 Urgency Score Hazard x Risk RISK MANAGEMENT RESPONSE Bomb Threat Slick Floors Patron choking on food/closed airway Electrical hazards (overloaded circuits, extension cords etc.) Stage pyrotechnics Rowdy performers initiate negative crowd behaviors Patrons arriving drunk to event Attractive nuisance (i.e. open elevator shaft) Fight in game room Active shooter - elsewhere on campus New staff hired mid-semester (after training) Risk Management for Unions & Campus Activity / Event Programming Hazard: 1 = Minor 5 = CatastrophicRisk: 1 = unlikely to occur 5 = extremely likely to occur © David L. Robertson, Appalachian State University Safety Issue Hazard 1 to 5 Risk 1 to 5 Urgency Score Hazard x Risk Risk Management Response Bomb Threat Slick Floors Patron choking on food/closed airway Electrical hazards (overloaded circuits, extension cords etc.) Stage pyrotechnics Rowdy performers initiate negative crowd behaviors Patrons arriving drunk to event Attractive nuisance (i.e. open elevator shaft) Fight in game room Fire alarm / Emergency evacuation New staff hired mid-semester (after training) Safety Issue Hazard 1 to 5 Risk 1 to 5 Urgency Score Hazard x Risk Risk Management Response Bomb Threat Slick Floors Patron choking on food/closed airway Electrical hazards (overloaded circuits, extension cords etc.) Stage pyrotechnics Rowdy performers initiate negative crowd behaviors Patrons arriving drunk to event Attractive nuisance (i.e. open elevator shaft) Fight in game room Fire alarm / Emergency evacuation New staff hired mid-semester (after training)

David L. Robertson - Philip J. Arnold - Safety Issue Hazard 1 to 5 Risk 1 to 5 Urgency Score Hazard x Risk Risk Management Response Bomb Threat Slick Floors Patron choking on food/closed airway Electrical hazards (overloaded circuits, extension cords etc.) Stage pyrotechnics Rowdy performers initiate negative crowd behaviors Patrons arriving drunk to event Attractive nuisance (i.e. open elevator shaft) Fight in game room Fire alarm / Emergency evacuation New staff hired mid-semester (after training) Safety Issue Hazard 1 to 5 Risk 1 to 5 Urgency Score Hazard x Risk Risk Management Response Bomb Threat Slick Floors Patron choking on food/closed airway Electrical hazards (overloaded circuits, extension cords etc.) Stage pyrotechnics Rowdy performers initiate negative crowd behaviors Patrons arriving drunk to event Attractive nuisance (i.e. open elevator shaft) Fight in game room Fire alarm / Emergency evacuation New staff hired mid-semester (after training)