1. RISK MANAGEMENT FOR COMMUNITY EVENTS

2. Today’s Session Risk Management – why is it important? Risk Management and Risk Assessment concepts Steps in the process Risk Assessment Tools Risk Assessment worked examples

3. Risk Management – why is it important?  Things don’t always “go to plan”, especially when there isn’t a plan!  People have many great ideas and the best intentions, but it is important to give some thought as to whether it is safe, financially viable or responsible to the community to carry the idea out.  If activities aren’t thoroughly planned there is a greater likelihood of unexpected impacts occurring – hoping for the best is not a reliable strategy!

4. Why is it important? cont’d

5. Risk Management  On-site safety at an event or activity is paramount. The public expects to be able to enjoy your event in safe and secure surrounds - and you as event organisers need to identify potential hazards during the planning of, and on site during the event, and work to implement solutions.  The principles can be applied to activities wholly carried out by an organisation or to those carried out by external groups that have a connection with a host organisation, such as independent stall holders at a festival.

6. Risk Management and Risk Assessment concepts  Risk is defined as the chance of something happening that will have an impact on objectives – it can be positive or negative.  Risk management involves applying a consistent approach to identifying risks, assessing the impact of those risks and identifying means to reduce the chance of the risk occurring or lessen its impact if it does occur.  Risk assessment is the process of risk identification, risk analysis and risk evaluation and provides an indication of whether action needs to be taken to deal with the risk under consideration.

7. Risk Management Risk Management strives to assist public, private or community enterprises, groups and individuals to —  create confidence to proceed with their project / activity,  increase expectation of success or preventing a loss,  plan in a structured, rather than haphazard manner, and  help identify the best way to use available resources and comply with regulations. It is not just about having insurance cover or avoiding legal action.

8. Risk Management  Risk assessment can be thought of as a process of thinking ahead, of determining whether there is any risk associated with an activity or procedure - thinking about what could go wrong.  Risk assessment is all about taking steps to avoid or minimise the potential consequences of any unwanted situation or event.

9.  Ensure all parties involved in the activity are aware of what is being proposed and understand why.  Examples: - Murwillumbah Show - your event Steps in the Process 1.Establish the Context

10. 2.Identify Risks Consider what types of risk the activity could be exposed to, such as:  financial loss – what happens if the event doesn’t recoup costs or is faced with unexpected costs,  damage to your property or equipment,  environmental damage or breaches of approvals (eg noise),  injury to participants (members of the public and those conducting the activity),  damage to reputation.

11. 3.Analyse Risk Develop an understanding of the risk and consider:  what likelihood there is of the identified risk occurring, and  what the consequences would be if the risk did occur. Sources of information to assist this:  past records,  relevant experience,  published literature and  specialist and expert judgements.

12. 4.Evaluate Risk Based on the previous analysis:  make decisions on what risks need to have action taken to address them, and  establish priorities for where such action is to be taken.

13. 5.Treat Risks Identify what actions can be taken to:  avoid the risk altogether,  reduce the likelihood of the risk occurring,  reduce the consequences of the risk occurring if it does occur,  share the risk (eg contracts with others, partnerships, insurance)  accept the risk level.

14. Treat risks?

15. 6.Monitor and Review  During the course of the activity observe the extent to which the actions are addressing the issues.  After the activity is over review to assess whether the actions identified were suitable.

16. 7.Communicate with everyone who is involved:  Having a well prepared risk plan is of little benefit if the people who need to respond if issues arise are not aware of the best manner to respond.  Don’t assume everyone will know what to do.

17. Communicate, explain, train

18. Risk Assessment tools Documentation of any risk assessment should be kept to provide:  evidence of a systematic approach,  evidence of proper conduct of the process,  a record of identified risks and a knowledge database,  a basis for continuous monitoring and review and  ability to share and communicate information. Such documentation should identify the hazards and risks considered, the rating of those risks and the control measures proposed to bring them to an acceptable level. Documentation can be in electronic or hard copy format – whatever best suits the preparation and record-keeping process.

19. Hazard ProbabilityConsequenceIncident Rating Control Measures Who to implement How to be implemented Event: Risk Category : A simple Risk Register format, showing the essential information required. Sub-category: Risk Assessment tools

20. Risk Matrix CONSEQUENCE

21. Definitions of Likelihood:

22. Definitions of Consequence : ConsequenceMajorMultiple fatalities or extensive long term injuries; worst case loss to organisation Long termSevere injuries or fatality to individual; very high loss to organisation Short termSignificant injury involving medical treatment or hospitalisation; high loss to organisation MinorSome medical treatment required; medium loss to organisation InsignificantFirst Aid only required; minimal loss to organisation

23. Risk Assessment examples : Event: Risk Category: Sub-category: Hazard LikelihoodConsequenceIncident Rating Control Measures Who to implement How to be implemented