Risk and Emergency Services Management Chapter Seventeen Risk and Emergency Services Management Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Chapter learning objectives 17.1 Understand and implement the risk management process 17.2 Analyse and mitigate the risks associated with mass gatherings 17.3 Analyse and mitigate the risks associated with outdoor events 17.4 Create an emergency response and evacuation plan 17.5 Understand the licensing requirements related to the use of pyrotechnics. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Units of Competence and Elements SITXGLC501 Research and comply with regulatory requirements Research information required for legal compliance Develop and communicate policies and procedures for legal compliance Ensure compliance with legal requirements Maintain personal and organisational knowledge of regulatory requirements SITXWHS301 Identify hazards, assess and control safety risks Identify hazards Assess the safety risk associated with a hazard Eliminate or control the risk Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Units of Competence and Elements SITXEVT604 Develop and implement event management plans Define planning requirements Develop event plans Monitor event plans Evaluate event and event plans Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Introduction Risk management is the practice of assessing and mitigating risks. Contingency plans and emergency procedures follow from this. Risk management covers economic, psychological, performance and physical risks. Identification of risk in the early stages of planning is crucial to the success of the event. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Process of risk management Identifying possible risks Anticipate critical risks and table them Judge severity of risk and probability of them happening Process should continue throughout planning. Classifying the likelihood of a risk occurring Level A: almost certain risks Level B: likely risks Level C: possible risks Level D: unlikely risks Identifying possible risks – This is a show of due diligence. Without a risk assessment event managers are unlikely to get insurance or approval to run the event. Classifying likelihood – This is a common method to rank likelihood. The higher the likelihood, the closer the monitoring and more vigorous the risk mitigation required. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Process of risk management Grading the severity of an incident Grading according to Australian Standard AS/NZ4360:2004 Level 1: negligible incident Level 2: minor incident Level 3: moderate incident Level 4: major incident Level 5: severe incident If event manager’s assessment is comprehensive the compliance expectations should be achieved. Level 1 – No injury/low financial loss Level 2 – First aid treatment and on-site release/medium financial loss with immediate containment Level 3 – Medical treatment and on-site release/high financial loss contained with outside help Level 4 – Extensive injury with loss of production capability and offsite release with no detrimental effects/major financial loss Level 5 – Death or toxic release offsite with detrimental effects/massive financial loss Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Process of risk management Anticipating risk based on the nature of an event Low-level risk events small indoor events no specialist elements participants are operating within their area of expertise. Medium-level risk events larger indoor events outside range of normal experience more complex activities may be located outdoors with high attendance no obvious dangerous elements staff and managers have experience. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Process of risk management High-level risk events large attendee numbers in an unfamiliar venue management and staff with little or no experience of the event or environment clear warnings of danger if safety measures are ignored or qualified instructors and contractors are not used. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Process of risk management Risk assessment checklist Permits, licenses and approvals Insurance Communication with key stakeholders Effective transport systems Signage and communications Security plan, including emergency services and evacuation Site risk assessment Animals and wildlife Accessibility Risk assessment checklist – Should list all things relevant to the event that may cause a risk or hazard to anyone attending the event. A table should be used to record each risk, assess them and mitigate them. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Safety at outdoor events Complete the following to increase safety: Risk assessment conducted Insurance requirements covered Meet statutory requirements and communicate regularly Use licensed and recommended contractors for building, electrical, sound, lighting and security Adequate provision of services Emergency, evacuation and safety plans created Keep records of visitors, incidents and accidents Final inspections conducted before opening site. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Safety at outdoor events Preparing outdoor events for thunderstorms Ensure the event is prepared for extreme weather Have escape routes and protection areas in plans Monitor the weather Severe thunderstorm safety tips: choose a safety location communicate location and routes to staff and contractors have emergency packs ready ensure procedures for taking down loose items monitor weather via observation and official reports keep calm – evacuation and cancellation are last resorts. Choose a safety location – preferably an enclosed room reinforced with pipes (such as a bathroom) on a low floor of a building. Emergency packs – battery powered torches and radios, water, food, first-aid kits, blankets and clothing. Loose items – removing small marquees, umbrellas, livestock/animals, banners, vehicles, etc. where possible so they don’t cause damage if they become airborne. Keep calm – Event managers must not cancel or evacuate an event if close monitoring is required instead. Assess the risk to patron safety and then make an informed decision. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan Plans should be developed in conjunction with stakeholders, and include: how emergency services will be contacted how minor emergencies will be handled event personnel authorised to initiate the plan how guests are informed of an evacuation scale, grid reference map, including location of control centre and evacuation routes location of nearest hospital triage loading area and emergency vehicle access how power and light will be managed in an emergency. Minor emergencies – those not requiring emergency services or outside assistance Event personnel – those who are able to make the decision to evacuate Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan Emergency medical health services Show due diligence by providing medical services Have sufficient first aid stations for expected numbers Event type will determine level of services required Follow Manual for Safe and Healthy Mass Gatherings General medical issues Are personnel skilled? Is training required? Who will provide health care staff? Is accreditation required for health staff to access site? How will medical supplies be obtained and stored on site? Manual for safe and healthy mass gatherings – prepared by the Commonwealth Government's Emergency Management Agency, outlines guidelines for event managers. General medical issues – Personnel may be required to be fire wardens, or assist with evacuations. May need first-aid certificate to assist with those duties. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan On-site medical facilities Need clearly identified, easily accessible facilities May include a first-aid post, medical tent or ambulance Running water, power and refrigeration is usually needed. Ambulance response Consult with the ambulance service during planning Will ambulances be on-site or on-call? If on-site for participants, can they be used for guests? Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan Medical care logistics Transporting patients to on-site care facilities Communications between health staff and other staff Location of medical staff – roving, fixed site or both? St John first aid services Foremost provider of first aid at events Provide trained, accredited volunteers Have insurance and infrastructure Excellent reputation and strong policy and procedures. St John first aid services – St John provide ambulances, medical supplies, staff at all levels (first aid, doctors, nurses, etc.). Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan Police services Need to submit all planning to police for approval Police will decide how many officers are required Event manager pays for police on a ‘user pays’ basis for non-community based events Main aim of police presence is deterrence Police can use powers to assist with trespass and belligerent patrons that security cannot do Police and PAD (sniffer) dogs are often present at music festivals due to the perception of illicit drugs All planning – event operations plan (traffic management, liquor licence, Public liability insurance, waste management, OHS, council approvals and venue, EPA, emergency services, fire brigade documentation). The police may ask for changes or provide feedback on this documentation. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan Metropolitan and rural fire brigade Detail the compliance requirements in the planning stage Fire and event compliance requirements adequate extinguishers and training for fire wardens evacuation plan exits and adequate signage access to water flammables treated with flame retardants In the case of fire ensure safety of all on-site and conduct evacuation contact fire brigade and fight fire if safe to do so until they arrive. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan Evacuation planning and procedures Event manager is required to create an evacuation plan under Australian Standard AS/NZ 4360:2004: set up EPC (Emergency Planning Committee) establish plan assign employees to roles in Emergency Control Organisation (ECO) arrange training for all staff scheduling evacuation drills reviewing and amending procedures ensuring event staff are insured against civil liability. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Emergency response plan Emergency response plans should include: venue capacity assembly and evacuation routes and signage provision for disabled patrons lifts and escalators accounting for all people marshalling points safeguarding cash communications systems emergency equipment control and coordination points for staff coordination with other agencies. Accounting for all people – need to use ticket agent manifests, scanner records, etc. to ascertain number of people. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Fireworks and pyrotechnics licensing Displays require council and fire authority approval. Pyrotechnic companies generally lodge applications. Must be detonated by licensed professionals. Event insurance must cover pyrotechnic displays. Placement/launch site Consideration of wind factor Barrier between crowd and launch site Presence of fire fighters Inspection of site after detonation Storage of unused fireworks. Barrier between crowd and launch site – this includes launching over water where possible, not launching over the heads of patrons the use of protective clothing for technicians due to the risk of injury from falling debris. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee

Chapter summary Risk management entails the identification, evaluation and control of risks or hazards. Event risks should be recorded as part of the emergency planning procedure. The emergency response plan outlines how evacuations will be conducted in the event of an emergency situation. Emergency situations include medical, police and fire issues. Use of pyrotechnics at events incur specific risks. Copyright © 2011 McGraw-Hill Australia Pty Ltd PPT slides to accompany Event Management: Theory and Practice 1e by Wrathall and Gee