Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Special Events, 7 th Edition Creating, Sustaining, and Celebrating a New World Professor Joe Goldblatt, FRSA Chapter Eight: Risk Management: Health and Safety, Legal, and Ethical Safeguards

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Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Agenda 1.Animated introduction 2.Opening Activity: 3.Chapter Seven Review 4.Chapter Eight 5.Book Report Chapter Eight 6.Mini case study discussion sixteen 7.Global event thought leader Martin van Keken 8.Assignments 9.Questions, answers, and discussion

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Key Terms Corporate social responsibility (CSR): The strategic process through which the event organization determines how each event may build social and environmental capital and produce positive social, economic, and environmental impacts. Ethics: The gray areas that too often result in problems for event planners and their organization’s reputation due to poor planning and decisions. Ethics may inform laws but are not always subject to legal tests. However, they must be carefully considered to build a positive reputation for the event planner. Health and safety: The requirement that event planners meet the standard of care customarily associated with provided a healthy and safe outcome with every special event. Risk Management: Identifying, assessing, analyzing, planning, managing and controlling the typical risks associated with your event.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Lecture Seven Review 1.Conduct event-marketing research 2.Develop an integrated marketing program 3.Use the five Ps of event marketing 4.Incorporate both internal and external marketing programs 5.Develop retail marketing events 6.Promote fairs and festivals 7.Launch new products 8.Develop, design, and execute print, electronic, and other advertising programs 9.Develop comprehensive public relations programs 10.Organize street promotions and creative stunts

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Learning Objectives Recognize and comply with standard and customary event regulations and procedures Read, understand, and evaluate legal event documents Understand and comply with the general requirements of U.S. regulations related to the Sarbanes-Oxley Act Access, plan, manage, and control potential event liabilities Develop and manage risk-management procedures Understand and comply with environmental regulations governing events Comply with regulations governing sponsorship of conferences and meetings Maintain documentary evidence of compliance procedures Satisfy the needs of all guests and perhaps increase attendance Organize appropriate accompanying persons programs Promote inclusiveness throughout your event plan and production

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Learning Objectives Comply with the U.S. Americans with Disabilities Act and other International Equal Access/Human Rights Regulations Understand the differences between morals, laws, and ethics Identify and reduce common ethical problems in the special events industry Measure and evaluate your event’s social responsibility index Create socially responsible programs for conventions, festivals, meetings, and other events Conduct social responsibility orientation and training programs for your event staff and volunteers Promote your socially responsible outcomes to others Identify and use additional resources to continually improve your social responsibility commitment through events

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Cover © John Wiley & Sons, Inc.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Discussion 1.How does an events organization create a code of corporate social responsibility? 2.What should the code include? 3.What do you do if you need guidance regarding corporate social responsibility challenges?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Activity Develop corporate social responsibility (CSR) guidelines for your event organization. Work with a partner who will be responsible for human resources and identify ways to include other stakeholders in developing these guidelines.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Recognize and comply with standard and customary event regulations and procedures 1.Every event is bound by local, state, and often federal regulations. 2.It is the responsibility of the event planner to be in full compliance with all regulations. 3.The event planner must have evidence of compliance on site during the event.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Read, understand, and evaluate legal event documents 1.Legal documents may include the room hire or lease agreement, the contract with the client, and the contracts with the suppliers. 2.These contracts must be understood by all parties. 3.The event planner must evaluate the contract and where necessary negotiate better terms.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Understand and comply with the general requirements of U.S. regulations related to the Sarbanes-Oxley Act 1.The Sarbanes-Oxley Act is a U.S. law that helps insure greater financial transparency and accountability. 2.Under the Sarbanes-Oxley Act corporate chief executives are required to co-sign with their accountants all financial documents. 3.Failure to provide accurate accounting information may lead to imprisonment by the corporate chief executive.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Assess, plan, manage, and control potential event liabilities 1.Event liabilities may include hazards such as slips and trips, alcohol mismanagement, and theft of intellectual property. 2.The event planner must assess the likelihood of such liabilities occurring and mitigate risk. 3.The process of assessment, management, and control of liabilities helps reduce risk throughout the event process.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Obtain necessary permits and licenses to operate events 1.It is the responsibility of the event planner to identify all permits and licenses that will be required to legally conduct the event. 2.You may identify the licenses and required by contacting local government agencies as well as conferring with your suppliers. 3.Typical licenses and permits will include entertainment, occupancy, fire, and alcohol.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Develop and manage risk management procedures 1.Risk management procedures begin with a risk assessment meeting. 2.At the risk assessment meeting you identify with your suppliers and key staff and volunteers all event vulnerabilities. 3.You also identify the frequency and severity of each vulnerability based upon history (such as incident reports) or comparable events.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Understand and comply with environmental regulations governing events 1.Environmental regulations are increasing in the planned event sector. 2.Ask local, state and federal officials if there are compliance standards your event must achieve. 3.Determine if you have the proper permits and licenses for conducting the event in a sustainable manner.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Comply with regulations governing sponsorship of conferences and meetings 1.The health care industry has new regulations regarding sponsorship of their meetings. 2.Check with the health care associations in your field and determine if there are limitations regarding the kind of sponsorship you may accept. 3.Be prepared to demonstrate that your sponsorship program achieves educational outcomes for your members / attendees.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Maintain documentary evidence of compliance procedures 1.Have an original on site at your event at all times of permits and licenses granted to conduct your event. 2.Keep a copy of the license or permit in your office in a secure location. 3.Be prepared to post or provide evidence of your licences and permits on site at all times.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Satisfy the needs of all guests and perhaps increase attendance 1.The greater satisfaction level of all guests, the greater of profitability of the overall event. 2.Identify in advance the special needs of all guests. 3.Appoint a person on your staff or volunteer to look after guests with special needs.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Organize appropriate accompanying persons programs 1.Identify if accompanying persons will be attending your event. 2.An accompanying person may be a child, a partner, a husband or a wife, or a friend. 3.Develop appropriate programs such as tours, speakers, entertainment for this group to generate additional income for your event.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Develop and Management Effective Sponsorship Programs 1.What do sponsors want? 2.What do sponsors need? 3.How do you create multi-year partnerships with sponsors?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Promote inclusiveness throughout your event plan and production 1.Identify if your board or governing body of your event includes the kind of people who will actually attend your event. 2.Seek opportunities to widen participation in your event by underrepresented groups. 3.Engage underrepresented groups in the planning process for your event to ensure that your event offer satisfies their needs.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Comply with the U.S. Americans with Disabilities Act and other International Equal Access / Human Rights Regulations 1.The United States and many other countries have specific laws that require that every event be fully accessible. 2.The United Nations, in their human rights policies, also promotes equal access through meetings and events.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Understand the differences between morals, laws, and ethics 1.Morals are choices and decisions made by individuals due to their personal doctrine. 2.Laws are legislated by governments and include consequences (fines, imprisonment). 3.Ethics are values and actions that groups and individuals abide by in decision making for events.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Identify and reduce common ethical problems in the special events industry 1.The event planner must identify typical ethical problems and solutions before they occur. 2.The ethical problems that are usual and customary may include taking credit for others’ work, accepting gifts, or promoting your product or service at another event. 3.Determine how you will control these ethical breaches and what you will do when they occur.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Measure and evaluate your event’s social responsibility index 1.Planned events have a responsibility to contribute to building social capital in the community where they are conducted. 2.Determine the social responsibility index of previous events in your area and seek to raise this performance level. 3.Communicate to all stakeholders and seek their participation in raising the social responsibility index.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Measure and evaluate your event’s social responsibility index 1.You may measure a wide variety of social capital building programs. 2.Identify realistic targets so you under promise and over deliver.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Conduct social responsibility orientation and training programs for your event staff and volunteers 1.Event staff and volunteers must understand and accept your social responsibility goals and objectives. 2.Event staff and volunteers may contribute their own ideas to help further deliver your social responsibility programs.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Promote your socially responsible outcomes to others 1.Public Relations 2.Advertising 3.On site

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Identify and use additional resources to continually improve your social responsibility commitment through events 1.Additional resources may include volunteers to help spread the word of mouth or clubs and other organizations who share your social responsibility mission. 2.Invite persons directly benefitting from your social responsibility programs to advise you about how to improve your program year after year.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Chapter Eight Book Report 10 minute presentation Everyone participates equally Overview of the chapter Three questions from book review group for class Three questions from class for book review group Final question from the instructor for the entire class

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Mini-Case Discussion: 16 1.Who should be invited to your hotel rebranding event? 2.What would be your alternative if you decided not to drop balloons?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Global Event Thought Leaders: Deborah Borsum and Robert Sivek, Past International Presidents of the International Special Events Society 1.How does Global Event Thought Leader Martin Van Keken approach working with others?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Assignment Read and be prepared to discuss Chapter 9. Read and be prepared to discuss mini case study 18.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Questions, Answers, and Discussion