RISK

MANAGEMENT
RISK MANAGEMENT IS
THE PROCESS OF
IDENTIFYING SUCH
RISKS, ASSESSING
THESE RISKS, AND
MANAGING THESE
RISKS.
RISKS TO CONSIDER

1. Natural Disasters
2. Financial Risk
3. Legal Risk
4. Technology Related Risks
5. Mismanagement
6. Safety and Security Risk
7. Risk at Sporting Events

 PROCESS OF RISK MANAGEMENT

1. Identifying Risk Hazards

Brainstorming by the event management team will help
enormously in identifying potential risks.
fire
plant and equipment
hazardous substances
electrical equipment
spills 2. Assessing the risks
stacking of unbalanced heavy items This process allows the team to prioritize the issues for attention.
temporary fencing, staging, seating, and other venue ••What is the likelihood of this risk happening?
• Who will be exposed to the risk?
features
• What impact has this risk had in similar circumstances?
moving vehicles • How will people react to this risk/hazard?

Class A hazard. Exists when a risk of death or grievous injury or illness is likelv or verv
likelv, or serious injur)' or illness is verv likelv.

Class B hazard. Exists when a risk of death or grievous injur) or illness is not likelv to
occur but is possible, or when serious injury or illness is likelv, or moderate injurv or
illness is very likely.

Class C hazard. Exists when a risk of serious injury or illness is not likely, but is
possible, or when moderate injury or illness isor is not likely, but is possible.
 PROCESS OF RISK MANAGEMENT

3. Managing the Risks and Hazards

1. Elimination plans to eliminate the risk altogether (for

example,
erecting covered walkways to protect spectators from
rain).
2. Substitution plans (such as looking for a better-designed
grandstand).
3. Isolation plans (for example, isolating dangerous or noisy 5. Administrative controls (for example,
equipment).
erecting warning signs
4. Engineering controls (for example, using safety barriers
andfences to limit access and to control crowds). and training staff well in procedures).
6. Contingency plans (for example,
developing evacuation plans for situations in
which risk cannot be completely avoided).
Incident Reporting
There are several reasons for maintaining all
documentation relating to risk:
• to demonstrate that an appropriate process
was in place
• to provide a record of incidents and responses
• to allow for monitoring, review, and
improvement
The results of such an approach include the
following:
• reduction in problems, accidents, and incidents
• improved legislative compliance
• decrease in potential liability
• improved workplace performance
• customer satisfaction
• avoidance of controversial issues and negative
media exposure
Emergency Response Plans
Standards for RIsk Management
Risk management is the term applied to a
logical and systematic
method of identifying, analyzing, evaluating,
treating, monitoring, and communicating
risks associated with any activity, function, or
process in a way that will enable
organizations to minimize losses and
maximize opportunities. Risk management is
asnmuch about identifying opportunities as
avoiding or mitigating
losses.
PLANNING
DEVELOP A MISSION OR PURPOSE

THE FIRST STEP IS TO DEVELOP A SIMPLE STATEMENT

THAT SUMMARIZES THE PURPOSE OR MISSION OF THE
EVENT.
TOO OFTEN, THE PURPOSE OF THE EVENT BECOMES LESS
AND LESS CLEAR AS THE EVENT APPROACHES.

DIFFERENT STAKEHOLDERS HAVE DIFFERENT INTERESTS,

AND THIS SITUATION CAN SOMETIMES LEAD TO A CHANGE
OF FOCUS OF WHICH MOST STAKEHOLDERS ARE
UNAWARE.
ESTABLISH THE AIMS OF THE EVENT
IMPROVING COMMUNITY ATTITUDES
TO HEALTH AND FITNESS THROUGH
PARTICIPATION IN SPORTING
ACTIVITIES
INCREASING CIVIC PRIDE
INJECTING FUNDS INTO THE LOCAL
ECONOMY
RAISING FUNDS FOR A CHARITABLE
CAUSE
INCREASING TOURIST NUMBERS TO
A SPECIFIC DESTINATION
EXTENDING THE TOURIST SEASON
LAUNCHING A NEW PRODUCT
RAISING REVENUE THROUGH TICKET
SALES
PROVIDING ENTERTAINMENT
BUILDING TEAM LOYALTY
RAISING THE PROFILE OF THE TOWN
OR CITY
CELEBRATING A HISTORICAL EVENT
ENHANCING THE REPUTATION OF A
CONVENTION ORGANIZER/VENUE
CONDUCTING AN INSPIRATIONAL
CEREMONY
PROVIDING A UNIQUE EXPERIENCE
INCREASING PRODUCT SALES
ACKNOWLEDGING AWARD WINNERS
(FOR EXAMPLE, TOURISM AWARDS
OR STAFF AWARDS)
PRODUCING MEDIA COVERAGE
HIGHLIGHTING THE MAIN POINT OF A
CONFERENCE
RAISING AWARENESS OF A
CHARITABLE OR POLITICAL
CAMPAIGN
 ESTABLISH THE OBJECTIVES

OBJECTIVES ARE GENERALLY EVALUATED BY MEASURES SUCH AS

THE FOLLOWING:
• SIZE OF AUDIENCE
• DEMOGRAPHICS (AGE, COUNTRY, PLACE OF ORIGIN, ETC.) OF
AUDIENCE
• AVERAGE EXPENDITURE OF AUDIENCE
• SPONSOR RECOGNITION LEVELS
• SALES OF SPONSOR PRODUCTS
• ECONOMIC IMPACT OF AN EVENT
• PROFIT
SMART OBJECTIVES ARE SPECIFIC, MEASURABLE, ACHIEVABLE,
REALISTIC, AND TIME RELATED.
PREPARE AN EVENT PROPOSAL AND MAKE USE

OF PLANNING TOOLS

1. Maps and Models

2. Gantt Charts
3. Run Sheets
4. Organization Charts
5. Checklists
PROTOCOL
THE TERM "PROTOCOL" COMES FROM THE GREEK AND
MEANS "FIRST GLUE."
IT MAY BE SAID THAT PROTOCOL IS THE "GLUE" THAT
HOLDS OFFICIAL LIFE IN OUR SOCIETY TOGETHER.
PROTOCOL IS THE SET OF TRADITIONAL PRACTICES THAT
HAVE LONG BEEN ACCEPTED AND USED WHEN DEALING
WITH AND MEETING WITH OTHERS.
PROTOCOL REFLECTS MUTUAL RESPECT AND
CONSIDERATION AND IS ESPECIALLY IMPORTANT WHEN
BRINGING TOGETHER DIGNITARIES BETWEEN NATIONS.
IT ALSO ENCOMPASSES RELIGIOUS AND CULTURAL
TRADITIONS. PROTOCOL INCLUDES THE PROPER WAY OF
ADDRESSING DIGNITARIES, TO THE WAY TO DRESS FOR AN
EVENT.
IT ALSO INCLUDES WHERE TO SEAT YOUR GUESTS AT A
DINNER AND HOW TO FLY THE FLAG.
Dress for formal occassions
Protocol for speakers
a. Seating Protocol
Religious and Cultural Protocol
Protocol for Sporting Ceremonies
Rules of Flying
STAGING
 CHOOSING THE EVENT SITE
SIZE OF THE EVENT (INCLUDING
THE SIZE OF THE AUDIENCE)
• LAYOUT OF THE SITE AND ITS
SUITABILITY FOR THE EVENT
• STAGE, FIELD OF PLAY, OR
PERFORMANCE AREA
• TRANSPORT AND PARKING
• PROXIMITY TO
ACCOMMODATION AND
ATTRACTIONS
• SUPPLY ISSUES FOR GOODS
AND SERVICES PROVIDERS,
SUCH AS CATERERS
• TECHNICAL SUPPORT
• VENUE MANAGEMENT
COMPATIBILITY WITH THE EVENT
THEME
AUDIENCE COMFORT
VISIBILITY FOR THE AUDIENCE
(LINE OF SIGHT)
STORAGE AREAS
ENTRANCES AND EXITS
STAGE AREA (WHERE RELEVANT)
EQUIPMENT
COVER IN CASE OF POOR
WEATHER
SAFETY AND SECURITY
ACCESS FOR EMERGENCY
VEHICLES
EVACUATION ROUTES
DEVELOPING THE THEME

Entertainment
Decor
Layout
Lighting and Special Effects
Sound
Vision
Stage
Set
Field of Play
PROVIDING SERVICES

Essential Services
Communications
Transportation and Traffic
Management

 ARRANGING CATERING

ORGANIZING ACCOMODATIONS

MANAGING THE ENVIRONMENT

Pollution
Restroom Facilities
Cleaning
STAFFING
LEADERSHIP
 Things to
1. Task Management
2. Plan
3. Organize
4. Control Remember
5. People Management
6. Group Development
7. Improving
Communication
8. Time Management
9. Planning and Organizing
meetings