Thank you for coming today Commend MIC team for taking charge of making this event as safe and hygenic as possible and for implementing a messaging campaign to advise attendees of updates from Visit Denver and Colorado Tourism That MIC is a safe event and vital to our industry and the economy,
Daily barrage of headlines: overwhelmed and panic stricen Rather listen to Michael Dominguez reminds us to keep in CONTEXT AND PERSPECTIVE! WASN’T HE GREAT
EVEN THOUGHT HIGHLY UNLIKELY YOUR EVENTS WILL BE AFFECTED IMPACT OF FEAR ON ATTENDEES AND EXHIBITORS IS AFFECTING THE ENTIRE INDUSTRY
EVENT IF AN ORGANIZATION’S EVENT IS IN A LEVEL 1 ZONE, GREEN TO TRAVEL, THE COMPANY STILL HAS DUTY OF CARE NOT TO SEND EMPLOYEES INTO HARMS WAY.
FIRST STEP IN RISK MANAGEMENT STRATEGY: CURRENT STATE RAISE YOUR HAND IF YOU AGREE UNCERTAINTY DESCRIBES YOUR CURRENT STATE
TAKE A DEEP BREATH: FOR THE NEXT HOUR AND 15 WE ARE GOING TO FOCUS ON A DUTY OF CARE PROCESS FOR YOU TO FOLOW TO KNOW THE IMPACT OF THREAT OF COVID19 COULD BE ON YOUR EVENT, HOW TO ANALYZE WHAT PRECAUTIONS TO TAKE FOR YOUR IN PERSON EVENTS, HOW TO BE AS READY AS POSSIBLE TO KEEP YOUR EVENTS AS SAFE AND VIRUS FREE AS POSSIBLE, OR HOW TO HANDLE FULL OR PARTIAL CANCELLATION.
GOAL; MOVE FROM STATE OF UNCERTAINTY TO CERTAINTY WITH OPTIMISM!
Your role is to be a trusted advisor to your clients and your organization. NOT THE FINAL DECISION MAKER. FOLLOW THE DUTY OF CARE STANDARDS SO THAT YOU CAN INFORM AND ADVISE THE DECISION MAKER. MY PASSSION FOR RISK MANAGEMENT STARTED IN 2012 WHEN I WAS ASKED TO MAKE THE DECISION I UNDERSTAND IT IS NOT MY DUTY AND NOT A GOOD IDEA UNLESS I HAVE A POSTION WITH THE COMPANY WITH AUTHORITY,
Time is of the essence; AGENDA
Disclaimers: legal advice, medical expert, resources: MPI, CDC, US STATE, WHO, EHO, OSAC, SOS FOLLOW DUTY OF CARE STANDARDS BY FULFILLING THE 13 KEY ACTIONS OR MORE
LEARNING THE ESSESTIAL BUILDING BLOCKS TO DEVELOP A COMPANY RISK MANAGNT PLAYBOOK FOR ALL EVENTS AND TYPES OF FORESEEABLE CRISES DOCUMENT EVERYTHING INTERACTIVE, SHARE WITH PERSON NEXT TO YOU THINK OF YOUR MOST DIFFICULT CHALLENGE RIGHT NOW. USE THAT AS YOUR CASE STUDY AS WE GO THROUGH EACH STEP, ASK YOUR SELF HOW DO I APPLY THIS? I DO HAVE HANDOUTS OR WILL GIVE YOU WEBSITE TO DOWNLOAD IT; ANY QUESTIONS GO TO MY COVID19 BLOG, JUST STARTING QA AT END
MOST IMPORTANT 4 WORDS SAME AS STANDARD OF CARE FOR A PROFESSION, SIMILAR TO CORPORATE TRAVEL, HOTEL, OTHER PARTNERS DOING THE RIGHT THING; REPONSBILITY AS A PRUDENT PLANNER, CONCEPT UNDER BRITISH LAW, PERSONAL LIABILITY FOR EXECS COMPANY HAS TO PUT HEALTH AND SAFETY ABOVE MONEY, CANNOT FLY INTO HARM’S WAY, MUST PROVIDE INFORMATION, WARNING, CHOICES GIVE ATTENDEES OPTIONS TO CANCEL, TAKE CARE OF THEM IF THEY STAY
WHY MEETINGS WILL BE CANCELLED EVEN IF THE ACTUAL RISK IS LOW ADOPT THESE STANDARD….BUT YOU ASK HOW: 13 CRITICAL ACTIONS
There is no off the shelf one size fits all strategy for pandemic or any other I will be giving examples of what your solutions could be but you must create the solutions based on your unique event, your organization Good news is that you already do a lot of these actions, to fulfill your duty of care
Brainstorm with your team and decision makers to identify your vulnerabilties, these are top of list Think about your case study, what are your top? Before we start the critical actions, we will use these to creat a risk matrix Share with person next to you
Part of your research is to perform a risk assessment by plotting the vulnerabilite by likelikhhood and impact Use any type of format This will be a guide for discussion with decision makers and could change as circumstance change HH; international travel, attendee fear, location, attendee sick onsite,
Questions about current state , duty of care or vulnerabilities/risk matrix? Visualize your documentation; online or hard notebook create a grid, show your resource, CDC, state department etc,. Current level, ongoing, If in US, if there are cases in the state or city, include the local public health first. If the event is in an area where there is a ban, Italy, all Asia, the decision will be made and the event will cancel under force majeure
Your job is to research what alternatives there are for a cancellation, If a total ban is considered a force majeure, what direction would your duty of care take you?
What if the travel ban happens a month out, 2 weeks out. Do you need to prepare for a cancellation now to be ready? Wht if client or organizton wants to go, business purposes critical? How do you plan to have the event in a 2 or 3 zone?
Health and well being of all participants is the number one priority. Spend time analyzing your demographics, age, health, ADA, profile, immune issues, recent travel Page 2 in your playbook Must develop options for attenddess early…tell them, refund or no? virtual options
Page 3, create a chart to record each in order of vulnerability; how ready are they to handle a viral outbreak? How hygienic are they, do they have emergemncy plan Clause in contracts for safety catering and FB have plan for food borne illness Time to negotiate with these partners, for a win win if possible, rebook, reduce, Hotels: viral infection outbreak policy and procedures Added sanitizing in public spaces Stations, gloves, masks DR on property Extra clening a night What is WORST case, does the risk matrix point to high level preparation??
FM critical – all contracts, hotel first what is their position on fm? Need to know now to negotiate or find out liability and cost
Release of all deposits less expenses? What can be done now. New contracts; add covid19 as a FM and complete out with reasonable danger or absoluite out Spell out conditions, add reduction of performance wiave attrition FB minimums (no food cost) negotiate 30% and duty to mitigate if things are better and can rebook even though you are out Cancellation insuance: not used often high cost, for lost revenue ; never covers health or pandemic or terrorism so must have rider . Can buy now for any new virus. Self insure. Cancel for no reason policy Anyone have an insurance story?
Travel risk management must be at your table, if you booked the air, or if all did their own,…still need their guidlance , status on air travel, restrictions, cancellations, flight bak on messaging to send to attendees who booked their own…you have their back, take care of executive, speakers etc SOS has a good COVD site
Use corporate travel risk managent tools for advising travelrs, changing flight, pretrip safety bulletins etc. SOS Event goes, a good resource for any travel issues your event has during program and getting hom
Page 6; summarize all research to inform decision makers the risk level, vulnerabilities, financial risk cost to cancel, need to save money on any of the choices Ask for tipping points…what is the benchmark if reached meeting is cancelled? Also inform planning team part of implantation, ideas for cost containment Advise to seek counsel for any legal issues, liablity, Should already be givng decision maker briefing on your research
Comparative analysis, put health safety first, virtual options, modifiy program, speakers, entertainment, NEGOTIate, Waive
C level write policy early puts health first, commitment to monitor reputable sources, sent updates to participants.post on all messaging regularly give links to monitor on own
Regular social media channels, inform of updates, honest, direct, open; ask for feedback, questions, Health bulletins in area of event Offer refunds and options early to giv them peace of mind
CDC, PCMA, Hotel procedures USE SIGAGE AT EVENT FOR HYGIENE. ANNOUNCE DR. OR NURSE ON SITE
WHAT IS WORST CASE THAT COOULD HAPPEN? OUTBREAK AT EVENT, A DEATH, EVACUATION? HIGHLY UNLIKELY START WITH MEETING HOTEL, GET PLANS FOR THIS, SHARE WITH TEAM AND ADD INTO CRISIS REPSONES PLAN MEET WITH LOCA PUBLIC HEALTH FIRST AID OR EMT, USE THEIR RECO,MMENDATIONS; DO A REHEARSAL WITH RESPONDERS SO TEAM KNOWS WHAT TO DO Prepare for worst case an plan to cancel event during the program
Part of event crisi plan: identify resources and reponders, get their plans, contact, know what to do to assist them and support attendees if outbreak
Create crisis reponse plan that can be condensed to a grid, then a wallet card… Roles and responsibilities , viral infencition control policy. How to implement Pre-event preparation, hotel/vendor/av involved, EMT, DR. Masks, gloves, quarantine Crisis communication strategy: complete ahead of time, have all contacts, numbers, back up plans Use CEO statement in messaging, prepare responses for situations ahead of time, get social media channels ready, know who will speadk to media, Who approves message? Where is hub?