Eventful Ideas
SAFETY FIRST! Risk Management Plans
All events have potential risks whether to the organization, the participants, the public or the environment. It is the job of the special events coordinator to communicate the risk management plan to committees, staff, volunteers and participants to ensure their complete safety.
The goal of a risk management plan is to ensure the integrity of the event and that the event and its organizers are protected again any loss and liability.
As a special events coordinator, you need to work with your sponsoring organization(s) and committees to identify areas that may require risk management. Your role is to assist in developing contingency plans for each identified area such as safety, financial, liability, human resources and legislation.
First of all, you need to ensure that any legislative concerns are adhered to. Work with municipal or city officials, provincial and federal government agencies to identify whether special permits or licenses are required. If so, communicate these guidelines and enforcement rules to staff and volunteers, so everyone understands the implications.
Risk management then involves identifying areas of an event where loss or injury may occur. Your group needs to work together to predict and identify anything that may put the event, team, participants, or sponsoring group at risk. You will need to create a risk management plan which will be the framework for reducing or eliminating these risks. The plan should include policies of the governing organization or committee which outlines the circumstances under which the plan will be implemented.
Critical elements of the plan should include:
- Risk analysis of what is exposed to loss (ex. Property, people, cash, reputation)
- What could cause loss
- Who would suffer loss
- What financial consequence would occur
- An outline of Risk Management Techniques:
- Designated spokesperson
- Loss prevention strategy
- Insurance details
- Measures taken to control risks
- Contingency plan
A contingency plan asks the question ‘What if…?’ for all of the details of the event and prepares a course of action to answer the question. It is the duty of the event planner to implement the contingency plan if the inevitable happens.
The final step in following the risk management plan is to identify and report critical situations. If you see, or are informed of a situation developing, inform the appropriate committees, staff and the event manager. Implement the risk management plan immediately, contacting the appropriate individuals as identified in your communications plan, as well as emergency personnel, security, etc., as the situation requires.
Being prepared for the unexpected will help you remain professional, calm, and in control of whatever may come your way, enabling you to better protect your stakeholders and participants.
