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Published byΝέμεσις Θεόκλεια Αθανασιάδης Modified over 6 years ago
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Event Liability: Managing Your Risk
Melissa Ahler & Dawn Riddle Vanderbilt university Office of risk and insurance management March 6, 2018 4:00-5:00 Breakout session Vecap conference Melissa
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Managing Risk: Event Cycle Overview
Where Who What When Initial Reservation Inter-institutional resources Risk exposure and mitigation efforts Preparing for Event Any changes to original reservation? “Day of” contacts Did the event go as expected? Event Execution and Follow Up Melissa
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RISK MITIGATED Melissa Not Eliminated
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Initial Reservation Event goal
Is there past injury or accident (for reoccurring events) Equipment malfunction or damage Food and beverage Dependencies Attendees Attendance Weather Capabilities Response resources Where Who What When Dawn
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Examples of Activities With the Potential of Added Risk
Large groups Fire/Water Groups with attendees under 18 years old Physical activities of participants during the event Damage or destruction to objects as part of an event Events with animals Conflict issues or controversial events Dawn Images attained under Creative Commons
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Planning Pre-planning discussion related to activities
Preparing for Event Pre-planning discussion related to activities Safety walk through Facilities and VUPD notice Emergency planning Weather plan (when applicable) Reporting unexpected occurrences Liability waivers for participants Agreements with third party vendors or groups Verified insurance with vendors Inter-Institutional Resources Risk Exposure and Mitigation Efforts Dawn
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Event Execution and Follow Up
The Big Day(s) Event Execution and Follow Up Last minute changes Point person(s) Aid/Emergency procedures Reporting unexpected occurrences Post event assessment Any changes to original reservation? Day of Contacts Did the event go as expected? Dawn
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Reporting Occurrences During Events
Occurrence Reporting System: VERTIAS (RL Solutions) What should I report? Injury (employee, student, visitor) Accident Safety concern Unexpected event Incidents related to harassment, compliance, Standards of Conduct, Title IX What happens next? RIM will review Collaborate with other departments on response if needed May contact reporter Additional information needed to assess Next steps to take Other recommendations Melissa A link to access this system is located on the homepage of the Risk and Insurance Management website
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Review: Event Cycle When Evaluating Risk
Where Who What When Initial Reservation Inter-Institutional Resources Risk Exposure and Mitigation Efforts Preparing for Event Any changes to original reservation? Day of Contacts Did the event go as expected? Event Execution and Follow Up Dawn
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MANAGED What about the LIABILITY Managing Your Risk
Dawn All the steps taken in the event cycle help address liability and reduce risk.
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Event Liability: Managing Your Risk Review and Group Exercise
Where Who What When Initial Reservation Inter-Institutional Resources Risk exposure and mitigation efforts Preparing for Event Any changes to original reservation? Day of contacts Did the event go as expected? Event Execution and Follow Up My department is hosting a student and community cookout on a Saturday in three weeks. There will be about 400 expected participants, though I’m not requiring an RSVP and we are announcing the event to all undergraduate and graduate students. I’ve reserved Alumni Lawn and a room in Sarratt/Rand. At the event, we will provide food and event volunteers will be grilling hot dogs, there will be an inflatable for the kids of attendees (and adults), therapy animals, and we’ve booked Maggie Moos for ice cream distribution. At 5:00, we will have buses take anyone interested in attending the event at the Parthenon, over to the park. (One day before the event, the forecast is for thunderstorms and possible tornados). Melissa
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Office of Risk and Insurance Management: Services
Occurrence Reporting Insurance Workers’ comp Protection of minors Risk assessment Melissa
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Questions Event Liability: Managing Your Risk
Melissa Ahler & Dawn Riddle Office of risk and insurance management Visit our website: on VU homepage, keyword “risk” Both
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