EVENT RISK MANAGEMENT

Case Study
EVENT OVERVIEW
INTERNAL AND
EXTERNAL
INTERNAL AND EXTERNAL
Major delays in setup
The event was supposed to be from
12nn to 12mn but it started 2pm and
ended at around 10pm.
SEVERITY: HIGH
-Onsite situation, people are not properly
informed
-May cause crowding at the entrance due
to waiting too long before they can come
in
-Unmet expectation: ticket was good for
12 hrs but the event was short of 2 hrs
RECOMMENDATION:
The organizers should’ve implemented and
complied to a strict production schedule to
avoid delays. They also should have surveyed
if running a whole day event for 12hrs is
feasible.
INTERNAL AND EXTERNAL
Not enough staff for checking of
personal belongings and ID
Having been part of the guest list as a media
partner, we were told to approach the guest
list registration booth and bring IDs for
identification but no one checked our bags
and IDs when we presented our tickets to
them.
SEVERITY: HIGH
- Despite the security, anyone can
come in and out of the event
-Risks of human threats are high
-Minors can also come in the event,
even if drinking isn’t allowed for them
RECOMMENDATION:
There should be ample staff to
monitor and regulate the people
coming in and out of the event.
INTERNAL AND EXTERNAL
Staff IDs are not visible
IDs are color-coded but their size and the
print on them which indicates the
designation of each staff are not visible to
the audience. Only co-organizers
understand the color scheme.
SEVERITY: HIGH
- People do not know the right staff
to approach in case an incident
arises
- A simple incident may turn to a big
commotion considering the time
spent to look for the person-in-
charge
RECOMMENDATION:
Organizers should have printed larger IDs

fast identification in case of emergency

and other similar situations.
INTERNAL AND EXTERNAL
Unidentified event organizer
During the event promotions and even on
the event itself, the organizers were never
revealed. As a media partner, we asked to
interview the organizers, but our contact
person deviates from the subject.
SEVERITY: HIGH
In case anything untoward happens
in the event, no one will know who
would be accountable for it.
RECOMMENDATION:
The organizers should have identified
themselves from the onset of the
event’s marketing and promotions.
INTERNAL AND EXTERNAL
Weather
Though it did not rain, the weather was
very hot and windy. The setup was greatly
affected by these weather conditions as
tents and other temporary structures were
not properly installed.
SEVERITY: HIGH
-The installation of lights above where the
tables and chairs are arranged under the tent
visibly sway to the wind.
-Tech people frequently go up the tents while
the event is going on without proper attire as
they were rushing to fix the setup.
RECOMMENDATION:
The organizers should have anticipated the
weather’s effect in their setup and must
have considered a longer load in/load out
period.
INTERNAL AND EXTERNAL
Competition - Wanderland
A week before the event, another
event of almost the same concept was
held.
SEVERITY: HIGH
-Wanderland is an annual event now
on its second year (2014)
-Organizers were identified
-Not just music and drinks, also had
art festival
-Had a wider scope of target market
-Had only one ticket price
-Had proper installation and setup
- Space was wider
RECOMMENDATION:
DrinkUpPH organizers should have addressed
this competition by adding more elements to
their event and marketing it as bigger or
better than other similar events. Also, they
should have identified themselves.
NATURAL AND HUMAN THREATS
Excess metal posts

SEVERITY: HIGH

RECOMMENDATION:
Put barricades that has a signboard
-limits or construction On-
so that people may avoid the area.

Excess metal posts should be cut and

kept away from people going in and out
of the place or area. They should be
stored in a truck or a place with no access
of people.

Clear the area ASAP after installing the tent.

NATURAL AND HUMAN THREATS
Exposed wiring

SEVERITY: HIGH

RECOMMENDATION:
Use floor/wire cable cover or protector.

Use junction boxes

If the wiring is on a flat surface, duct tapes

May be used to cover the wires

Align wiring at one side and fix tangled

wire and put them in a junction box
if possible or use cable locks especially
for long wires
NATURAL AND HUMAN THREATS
Missing tent cover

SEVERITY: MEDIUM

RECOMMENDATION:
Do not remove tent cover once it has
been stored/installed especially when
there are people already.

Tent covers are used for protection for

heat and rainy weather.

Use tent locks so that when its windy, the

cover wont get removed.
NATURAL AND HUMAN THREATS
Proximity between tent
posts and tables
SEVERITY: MEDIUM

RECOMMENDATION:
Set a distance of at least 3 meters away
between tables and chairs from tent posts.

Do not congest the area with a lot of tables

and chairs. Add them when necessary
only but in another area where passage
is still free of way.

There should be a wide spacing from one

table to another and from any other fixture.
NATURAL AND HUMAN THREATS
Scattered materials in the
area
SEVERITY: MEDIUM

RECOMMENDATION:
Have a storage area or room where all
equipment or materials needed or
extra stuffs are placed and label them
for easy identification.

Assign a person-in-charge for all

equipment and materials.
NATURAL AND HUMAN THREATS
Theft – missing gadgets

VIDEO SEVERITY: HIGH

RECOMMENDATION:
Put a sign board that would remind
people to watch out with their belongings.

Provide a storage/baggage area or room

where people can have their belongings
safe kept.

Have a helpdesk booth or area where

people may complain or surrender found
items .

Reminder from host to safeguard their

belongings.
SAFETY AND
SECURITY
SAFETY AND SECURITY
Fencing not sturdy
SEVERITY: HIGH
RECOMMENDATION:

Any barricades used at the event

after dark must have flashing amber
caution lights securely attached to
them.

Event organizers should use the

standard material like “interlocking
barricade or bike rack”.

Additional roving personnel to secure

the fences during the event.
SAFETY AND SECURITY
Technician/staff –
improper uniform/gear
SEVERITY: HIGH

RECOMMENDATION:
Organizers must require all the technical
staff to wear the proper/standard uniform
during installation (e.g. Cover-All suits,
hand gloves, harness, hard hat etc.)

Installation must be done at least 6 hours

before the event. (***These staff are still on
set-up mode while there is already a
performance happening in the stage, and
the fair was officially opened.)
SAFETY AND SECURITY
Just one ambulance /
No Medical Staff
SEVERITY: MEDIUM

RECOMMENDATION:
Though the event area is near in a known
hospital in the city, but still it is
recommended to provide two (2) or more
ambulance. Because in this kind of event,
you cannot foresee any unfavorable
incidents that may occur (e.g. gang war,
bombing, unruly crowd due to alcohol
etc.)

Organizers must provide an on-site

medical staff to attend the needs of the
guest in-case of emergency.
SAFETY AND SECURITY
No Exit

SEVERITY: LOW

RECOMMENDATION:
It is necessary in every event or
gathering to orient first the guests
before the opening of the program, to
give the guests clear instructions
regarding the fire exit or any safe way to
go with, in case unfavorable incident
will occur.

To provide clear and noticeable safety

signage in and outside of the event
area.
SAFETY AND SECURITY
No checking of Bags

SEVERITY: HIGH

RECOMMENDATION:
Must provide security personnel a metal
detector for checking the bags of guests
who were getting in and out of the site.

At least two (2) security personnel, a

male security to accommodate male
guests and a female security personnel
for female guest, and staff must be in
proper uniform.
SAFETY AND SECURITY
No checking of IDs to
verify age
SEVERITY: HIGH

RECOMMENDATION:

It must be clear and printed in the ticket

that guests must be in legal age.

Security personnel should check or ask an

identification card that indicates a birth
date of the person. This may be done in
checking of bags.
SAFETY AND SECURITY
Food & Beverages are
under the heat of the sun
that may cause spoilage.
SEVERITY: HIGH

RECOMMENDATION:
Additional shades must be provided for
the concessionaires.

To advise the concessionaires to avoid

exposure of their materials under an
open area or heat of the sun.

It is also advisable that if you have an

event that involves food and beverages
booths must be set up in a close or at
least a room temperature area.
SAFETY AND SECURITY
Disorganized trash bins

SEVERITY: HIGH

RECOMMENDATION:

Must provide enough trash bins in visible

areas of the site. Better to have trash
bins that are good enough to hold the
trashes of the guests during the event.
SAFETY AND SECURITY
Exposed staff personal
belongings
SEVERITY: HIGH

RECOMMENDATION:

Must orient the staff and concessionaires

to secure their personal belongings, and
in case of any loss or damage of their
materials, organizers are not liable.

Must provide a holding room for staff.

SAFETY AND SECURITY
No stage security

SEVERITY: HIGH

RECOMMENDATION:

Though the organizer uses the standard

it is still necessary to assign enough

security staff to oversee the area. As well
for the safety of the performers also.
 SAFETY AND SECURITY
Easy entry to the venue
through backstage entrance
VIDEO SEVERITY: HIGH

RECOMMENDATION:
Must close and secure all possible
passages of the site, it must be a
standard policy that all guest and staff
must enter at the main gate to check the
bags, IDs and tickets as well for security
purposes.
EVENT CRIMES AND
ACTS OF VIOLENCE
EVENT CRIMES AND ACTS OF VIOLENCE
Sexual Harassment

SEVERITY: HIGH
EVENT CRIMES AND ACTS OF VIOLENCE
Serving of alcohol to minors

SEVERITY: HIGH
EVENT CRIMES AND ACTS OF VIOLENCE
Encouraging drinking and
driving
VIDEO SEVERITY: HIGH
CAPABILITY
 CAPABILITY
Weak marketing

SEVERITY: HIGH
 CAPABILITY
No professional organizer

SEVERITY: HIGH
 CAPABILITY
Disorganized programme.
No host

SEVERITY: HIGH
 CAPABILITY
Too many interruptions due
to technical difficulties

SEVERITY: HIGH
OVERALL STRENGTH
City Police, and many security/bouncer, ambulance,
medical booth
Cash flow/tokens
Faster registration/electronic registration
Variety of beverages and food offered
Event space layout