Identifying Risks Recognising the possibility of injury, damage or loss Risks in relation to: o People – attendees, employees, etc. o Property – real property (hotels or venues) or personal property (a/v equipment, computers, etc.) o Intangibles – information or reputation o Business – operational capability, profitability, delivery
What is Risk Management? Managing the possibilities rather than the occurrences Prevention and mitigation Four levels – Planning, mitigation, response and recovery Without a plan, the response to a crisis or emergency is almost always inadequate and uncoordinated.
Types of Risks for Events Terrorism Food poisoning Natural events Weather closures Labour unrest Political protest
Defining Terms Risk: Potential for loss or disruption Emergency: Actual or impending threat to operations, life or property Crisis: an event that must be handled to minimise negative effects Disaster: calamitous event causing great damage, loss or disruption to critical business functions
Forming a Risk Team Purpose: Developing and implementing the plan Team Members: o Active players and advisors and who represent o Various functional levels (e.g. executive, meetings, accounting, marketing and legal.) Management Support: Delegated authority and top- level leadership. Mission Statement: Organisation wide commitment and structure.
Types of Risks to Assess Heath and safety (attendees, staff, volunteers) Operational continuity Property, facilities and infrastructure Delivery of services Environmental Economic and financial condition Regulatory and contractual obligations Reputation of the organiser
Examples of Internal Risks Program risk o Late delivery at a product launch o Political speakers likely to draw protesters Attendee risk o Attendees are cost conscious and the economy is worsening o Most attendees are doctors and a public health crisis occurs
Internal Risk Assessment Involving processes such as evacuation plans, fire protection and security procedures o Request information from the venue, which is responsible for some of these o Review own internal policies Insurance / Finance / Purchasing Employee manuals Registration policies Emergency contact information
Examples of External Risks Destination risk: o Political instability o Frequent weather related air service disruptions Facility risk: o Delayed opening of venue under construction Economic risk: o Exchange rate fluctuations may substantially increase the cost of attendance for a majority of members
External Risk Assessment Travel warnings Threatened strikes (eg transportation) Get advice: CVB Community emergency preparedness Police and fire departments
Overview Plan purpose Contact list of members of risk team Contact list of response team The people who will take action Each member’s role and responsibility List of types of emergencies, crises and disasters included in plan
Emergency Response Procedures Examples Planned ResponsesNatural disasters and emergencies Assess Situation Typhoons / Floods / EarthquakesAccidents Protect staff, Injuries / Loss of materials attendees, recordsHuman caused events and assets Terrorism / Strikes / AssaultTechnological failures Decide whether to Utility outage / Computer crash continue, delay or cancel event
Plan Contents Staff roles Emergency Contact Emergency response Lists procedures Staff Communications list Contractors Facility emergency Venue information Attendee emergency Media list contacts Emergency services
Supporting Documents Facility floor plans o Emergency exits / location of emergency equipment and personnel Evacuation and shelter plans Safety and security checklist Listing of attendees or staff with special needs Listing of staff with special skills o CPR / paramedic / language Resource list
Risk Management Tools “Tips for Traveling Abroad” in registration materials or in confirmations Distribute map to all attendees with emergency procedures Key staff emergency training Instructional safety signs (should be provided by the venue)
Preparedness and Training Venue inspections Could include things like CPR and first aid Drills and exercises to allow trained people to practice skills in a simulated emergency Determine ahead of time what equipment is needed o What if there’s a power outage? A back up generator?
Contracts Contracts are risk management tools – they contain legal and financial consequences o Force majeure clauses - e.g. allowing a group to terminate a contract without liability o Cancellation - e.g. group may have to pay a cancellation fee for failing to hold the meeting
Mitigation Strategies Reduce the probability that an emergency will occur Reduce the consequences if it does. o Deciding not to conduct a certain activity o Changing the location or time of a meeting o Purchasing equipment to improve response o Contract provisions, insurance, hiring specialists (eg security personnel or medical staff to train and be on call)
Planning a Meeting in a Foreign Country Take advice from the locals (embassies, NTOs, CVB, PCO, DMC) Identify unique risks (e.g. food allergies) Review crime statistics Warn attendees about local traffic conventions Understand the variances in health and safety regulations (e.g. kitchen hygiene, fire codes) Consider hiring an interpreter to assist with language difficulties and emergency services
CMP Text Sources Tyra W. Hilliard, JD, CMP Associate Professor Department of Tourism and Convention Administration University of Nevada, Las Vegas Albert Kemp, FCII Chairman Insurex Expo-sure
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