Managing the Risks - Behavior at Events - Presentation 2 of 9


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UT Dallas Student Organization Risk Management Training Module 2 of 9. Topic - Behavior at Events.

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Managing the Risks - Behavior at Events - Presentation 2 of 9

  1. 1. Managing the Risks A Risk Management Presentation For UT Dallas Student Organizations Behavior at Events Presentation 2 of 9
  2. 2. Objectives • Identify factors to consider when planning safe and effect events. • Discuss risks associated with alcohol at parties and other events • Discuss the importance of a crisis management plan for events. • Review the laws, University policies and procedures associated with student organization events held on and off campus. • Identify resources available to assist you and your student organization with event planning. MANAGING THE RISKS ● Behavior
  3. 3. Policy As a UT Dallas student and member of a student organization, You are expected to abide by the provisions set forth in the Regents’ Rules and Regulations and University rules. Some of the prohibited behaviors that can be sanctioned Include disorderly conduct, misrepresentation of self, Destruction of University property, and other violations of the Handbook of Operating Procedures. UT Dallas may impose University sanctions for inappropriate Behaviors occurring off campus. MANAGING THE RISKS ● Behavior
  5. 5. Examples Of Organization Events • • • • • • • • Parties Social Mixers Philanthropy related Events Talent Show/Entertainment Events Sports related Tournaments Professional Social Gatherings Panels and workshops Conferences MANAGING THE RISKS ● Behavior
  6. 6. Factors To Consider • What is the purpose of the event? How will this event reflect the values of your organization? • Who are you inviting? • When is the event going to take place? • Where is the event going to take place (on – or off-campus)? • Who is organizing the event? Who is in charge of the event? • Will alcohol be served at the event? If yes, who will be serving it? • How much will the event cost? Do you have a budget in place? Will you be signing contracts? • Do you have an emergency or crisis plan in place? MANAGING THE RISKS ● Behavior
  7. 7. Theme Parties Why this theme? Is it about a living culture? Is it about a current subculture? Have you consulted either people from that community or with recognized “experts” (community leaders or faculty) about the theme? • Are the people whose culture is being represented adequately empowered in society? • Think and talk about what you are planning to do! • • • • MANAGING THE RISKS ● Behavior
  8. 8. Factors to Consider Factors to consider before planning a “Date” or “Slave” Auction: • Involves “bidding” on a human being • The process devalues a human being • This country’s real and tragic history • Safety concerns For ALL of these reasons, we encourage student organizations to engage in more imaginative and feasible alternatives to these activities. MANAGING THE RISKS ● Behavior
  9. 9. Managing Risk: Understanding University Policies • Are you familiar with all the university rules and policies regarding events? ‒ Review the Registered Student Organization Manual ‒ Use the Event Planning Form available at in the registration group under media and files • Are university rules or policies being violated by this event? ‒ Contact the Student Organization Center at 972-8836551 ‒ Talk with other officers and/or your organization’s advisor MANAGING THE RISKS ● Behavior
  10. 10. Liability: Federal And State Laws • How will you ensure that members of the organization will not violate the law (e.g., underage drinking, driving while intoxicated, not wearing a seatbelt)? • What are some potential legal issues that might emerge from your event and how can you prevent this? • Will you or your organization be liable for any damages? (property damage, breaching terms of a contract, accidents, etc.) • Are you aware of the types of liabilities? (e.g., negligence, foreseeability, premise liability, contracts) • How can you reduce these liability issues? MANAGING THE RISKS ● Behavior
  11. 11. Behavior at Events TIPS FOR SUCCESSFUL EVENTS MANAGING THE RISKS ● Behavior
  12. 12. Tips for Alcohol at Events • Only invite people you know • Do not serve alcohol to anyone under 21 • Consider providing safer and alternative ways of transportation (designated drivers, cabs, shuttle service) • If you will be providing alcohol make sure the facility is authorized to serve alcohol • Will people be attending any “pre-parties” before coming to your event? If yes, have a risk management plan to address this. • Use a third party vendor or wristbands to manage alcohol MANAGING THE RISKS ● Behavior
  13. 13. The Event Planner(s) • Student organizations events can be quite complex to manage (budgets, schedules, seating arrangements, training for volunteers, etc.). • Select an officer, other organization member, or committee/team to take the lead (i.e., the event planners). • Qualities of good event planners (or event planning teams) include: • Experience within the organization; • Excellent organizational, communication and time management skills; • Ability to handle stressful, fast-paced situations • Passion and a strategic vision. For more information contact Tineil Lewis at 972-883-6449 MANAGING THE RISKS ● Behavior
  14. 14. Behavior at Events A RISK MANAGEMENT OFFICER A member of your executive team – may be a new officer position that you create or it may be a responsibility added to an existing officer position. • Serves as the point of contact for your organization on risk management issues, but does NOT need to be a risk management “expert”. • This officer must be an active member of your executive team with the recognition and authority over risk management issues for your organization. • BEHAVIOR ● MANAGING THE RISKS MANAGING THE RISKS ● Behavior
  16. 16. Behavior at Events ADDRESSING INAPPROPRIATE BEHAVIOR Any inappropriate behavior at your event is a reflection on your as a leader and on your organization. • Find ways to address the inappropriate behavior in a private and discrete manner that causes the least amount of disruption of the event. • Address the behavior in a manner where the situation will not escalate or get worse. • Go STRAIGHT TO THE SOURCE: Address the issue directly with the person/s who are acting inappropriately. • Remember IT’S ABOUT THE BEHAVIOR AND NOT THE PERSON: Explain clearly the behavior that is inappropriate and why. • Involve your advisor and/or other sponsors (if present) • Seek assistance if needed (e.g. UTD or Richardson PD, etc). • BEHAVIOR ● MANAGING THE RISKS MANAGING THE RISKS ● Behavior
  17. 17. Tips For Handling A Crisis • Always know who is in charge in the event of a crisis (e.g., President, Social Chairperson, etc.) • Get all the officers together to discuss next steps and how to handle the crisis. • Assess the situation and decide on short-term and longterm steps to resolve the crisis. • Contact key people/offices as needed (e.g., EMS, Student Emergency Services, Organization Advisor, National Office, UTD POLICE, or Richardson PD). MANAGING THE RISKS ● Behavior
  18. 18. General Emergency Procedures If an emergency situation occurs at your event: • STOP immediately and call 911 or local Police • Assess the situation and render aid as appropriate • Fill out a Police Report • Obtain the names and addresses of all witnesses • Contact your advisor • Avoid making statements as to who is at fault, nor should you make offers to pay for damages. MANAGING THE RISKS ● Behavior
  19. 19. Behavior at Events PLANNING TIPS TO REMEMBER When planning an event make sure to: • Choose events that reflect the values and beliefs of your organization and members • Invite people and groups you know • Appoint or designate “event monitors” to handle emergencies and other details • Appoint “designated drivers” if hosting an event where alcohol will be served • Confront inappropriate behavior quickly and firmly • Be sure to have a emergency/crisis management plan in place and review it with all of your members prior to the event • Remember that the type of events you host are a reflection of your organization’s values BEHAVIOR ● MANAGING THE RISKS MANAGING THE RISKS ● Behavior
  20. 20. CONCLUSION • Planning an event requires a lot of planning, work and thought. • Even planning can help to build and enhance your leadership skills. • Events are a reflection on not just you but your entire organization. • Your social events have the potential to benefit all members of your organization. MANAGING THE RISKS ● Behavior
  21. 21. University Resources For Event Planning Student Organization Forum (SOF) 972-883-6551 Fraternity and Sorority Life (FSL) 972-883-6173 Your Organization's Sponsoring Department (if applicable) MANAGING THE RISKS ● Behavior
  22. 22. Review Your Knowledge 1) Clink on the link below to get started 2) Login with your netID and Password 3) In the my organizations box click on Risk Management Quizzes 2012-2013 4) Click on the quiz title that you will take. 5) Click Begin. As you proceed make sure all answers are saved. 6) Once you have answered and Saved all ten questions click save and submit. 7) Wait for the submission report. Click ok to view results 8) If you have scored an 80% you may move on to the next quiz. If you have not scored an 80% you must retake the quiz until you have received a score of 80%