BEST PRACTICES FOR MANAGING OUTDOOR EVENT RISKS – PRM005

Presented by: Bill Dolamore, Director- Procurement Svcs & Risk Mgt

University of Florida Athletic Association

TODAY’S SESSION

• RISKS UNIQUELY ASSOCIATED WITH OUTDOOR EVENTS

• BEST PRACTICES FOR MANAGING OUTDOOR RISKS

• CANCELLATION AND CANCELLATION INSURANCE

TODAY’S SESSION (CONTINUED)

• RELATE RISKS TO VARIOUS EVENT TYPES• SPORTS – VENDOR/SALES – ENTERTAINMENT

• RELATE RISKS TO VARIOUS VENUES• STADIUMS/PERMANENT SECURE STRUCTURES VS.

NON STADIUM/OPEN AREA NON-SECURE SITES

• RELATE RISKS TO VARIOUS ATTENDANCE• LARGE ATTENDANCE (90,000) VS.

LOW ATTENDANCE (500)

EXPERIENCE & ACCOMPLISHMENTS• UAA OPERATES APPROXIMATELY 160 OUTDOOR EVENTS PER

YEAR

• OVER 1 MILLION FANS/PARTICIPANTS PER YEAR

• ZERO EVENT-RELATED INJURY/LIABILITY CLAIMS IN PAST 3 YEARS

0

5

10

15

20

25

2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015

ClaimCount

UAAClaims Frequency Trending

Policy years 2008-2015

WC

GL

AL

IDENTIFY RISKS5 CATEGORIES

• SAFETY

• HUMAN HEALTH

• SECURITY

• LEGAL AND REGULATORY

• FINANCIAL

SAFETY

• WEATHER

• POWER/ELECTRICITY/LIGHTING

• TRIP HAZARDS

• TEMPORARY STRUCTURES

• PROPANE, FUEL, OTHER FLAMMABLES

• PETS

WEATHER• LIGHTNING

• PROTOCOLS FOR SEEKING SHELTER• 8 MILE RADIUS FROM EVENT LOCATION (NCAA)

• 10 MILE RADIUS FROM EVENT LOCATION (USLA)

• RESUME 30 MINUTES AFTER LAST STRIKE (NCAA, NOAA)

• COVERED BUILDINGS, HARD ROOF CARS

• DO NOT SEEK SHELTER NEAR OR UNDER TREES

• DO NOT SPECIFY LOCATION

WEATHER (CONT)• LIGHTNING DETECTION

• OWN SYSTEM

• INTERNET/PHONE APPS• WEATHER UNDERGROUND

• NOAA – WEATHERSPHER

WEATHER (CONT)

• WIND• TEMPORARY STRUCTURES (TENTS)

• PORTABLE ITEMS – TRASH RECEPTACLES, CARTS, CHAIRS

• BOUNCE HOUSES, SLIDES, Etc.

WEATHER (CONT)

• HEAT • HEAT INITIATIVES

• AVAILABLE WATER/ICE• COOLING BUSES• MISTING FANS• BOTTLE FILL WATER STATIONS• AVAILABLE SHADED AREAS• PA ANNOUNCEMENTS REGARDING HYDRATION• INCREASE MEDICAL STAFF

• COLD• COLD WEATHER INITIATIVES

• PROVIDE WARM AREAS (BUSES)• PROVIDE WARM FOOD AND BEVERAGES• PROVIDE INFORMATION ON HYPOTHERMIA INCLUDING

SYMPTOMS

COOL DOWN BUSES

MISTING TENTS

BOTTLE WATER FILLING STATIONS

WEATHER (CONT)

• SUNTAN LOTION• 30 SPF MINIMUM

• PROVIDE AT NO COST?

POWER/ELECTRICITY/LIGHTING

• POWER/ELECTRICITY• MAKE SURE POWER SOURCE IS SUFFICIENT

• WIRING TO USER LOCATION MEETS CODE• HARD WIRED

• EXTENSION CORDS

• USE CERTIFIED ELECTRICIANS

• LIGHTING (IF NIGHT EVENT)• TYPE OF LIGHTING (PORTABLE VS PERMANENT)

• POWER SOURCE FOR LIGHTING

• EMERGENCY BACKUP SYSTEM

NON FACILITY TRIP HAZARDS• POWER CORDS AND WIRES

ARE PROPERLY COVERED

• UNEVEN SURFACES ARE

PROPERLY MARKED

• COLD WEATHER - ICE ON WALKWAYS

• HOT WEATHER – WATER ON WALKWAYS FROM MELTED ICE

• DANGEROUS/PROHIBITED AREAS ARE BARRICADED OR ROPED OFF

TEMPORARY STRUCTURES

• TENTS• TIED DOWN/SECURE

• WIND CAPACITY RATINGS

• STAGES/RISERS• WHO INSTALLED/SET UP

• MEET ALL SAFETY REQUIREMENTS

• TEMP VIDEO/MESSAGE BOARDS• POWER (BATTERY OR ELECTRICITY)

• MEET ALL SAFETY REQUIREMENTS

PROPANE/FUEL

• ARE THE FUEL(S) PERMITTED

• ARE THEY STORED PROPERLY

• ARE SAFETY PROCEDURES IN PLACE

PETS

• NON SECURE VS SECURE PERIMETER

• LEASH RULES

• RESTRICTIONS ON TYPE OF PETS

• RESTRICTIONS ON BREED

• RESTRICTED TO CERTAIN AREAS

• MONTORING/ENFORCEMENT

HUMAN HEALTH

• SANITARY ISSUES

• MEDICAL ASSISTANCE

SANITARY ISSUES

• BATHROOMS• TYPE OF BATHROOMS

• PERMANENT STRUCTURES

• PORTABLE UNITS

• WASHING HANDS

• NUMBER REQUIRED• LOCAL ORDINANCES

• AMERICAN RESTROOM ASSOCIATION

• FEMA

SANITARY ISSUES (CONT)

• BATHROOMS• CONTRIBUTING FACTORS TO NUMBER REQUIRED

• Duration of the event,• Type of crowd,• Weather conditions,• Whether the event is pre-ticketed and numbers

known or unticketed,• Whether finishing times are staggered if the event

has multi-functions, and• Whether alcohol will be consumed.

SANITARY ISSUES (CONT)

• BATHROOMS (CONT)• NUMBERS NEEDED

• TYPICAL SPLIT MEN/WMN/CHILD – 1 EACH SEX FOR EVERY 300 ATTENDEES

• PRIMARY ATTENDED BY WMN/CHILD – 1 EACH SEX EVERY 200 ATTENDEES

• MEN/WMN WITH ALCOHOL – 1 EACH SEX EVERY 240 ATTENDEES

*SOURCE – AMERICAN RESTROOM ASSOCIATION

FEMA SPECIAL EVENT CONTINGENCY PLANNING TOILET GUIDELINE – 50/50 SPLIT BETWEEN MEN AND WOMEN ATTENDING NO ALCOHOL IS 3 MEN AND 6 WMN FOR FIRST 500 THEN INCREMENTS OF 3 FOR EACH ADDITIONAL 500. ALCOHOL APPROX DOUBLES

SANITARY ISSUES (CONT)

• TRASH/GARBAGE CONTAINERS AND PICK UP• NUMBER OF CONTAINERS

• NUMBER OF PICKUPS NEEDED DURING EVENT

• WHO IS MONITORING

MEDICAL ASSISTANCE • AVERAGE NUMBER OF EXPECTED PATIENTS

• RANGE .3 TO 1.3 PERCENT OF TOTAL # PATRONS

• 90,000 FOOTBALL GAME AVERAGE .3%

• CONTRIBUTING FACTORS• WEATHER (TEMP)

• TYPES OF CROWD EXPECTED

• ALCOHOL AVAILABILITY

• TYPE OF VENUE/EVENT

* SOURCE – ALACHUA COUNTY FIRE RESCUE DEPARTMENT

MEDICAL ASSISTANCE (CONT)

• GOVERNING POLICY• INSURANCE POLICY• LOCAL OR STATE LAW• FEMA

• FEMA RECOMMENDATIONS

• THE SWAMP• 90,000 28 to 32 8

# OF PATRONS MEDICAL STAFF AID STATIONS

500 2 1

1000 4 1

2000 6 1

5000 8 2

20,000 22+ 4

MEDICAL ASSISTANCE (CONT)

• MEDICAL TRANSPORT• ONSITE VS. ON CALL

• ACCESS TO SITE

• NEAREST MEDICAL FACILITY

MEDICAL ASSISTANCE (CONT)

• MEDICAL SUPPORT UNIT• CAPACITY

• 24 AMBULATORY PATIENTS• 20 STRETCHER PATIENTS• 10 WHEELCHAIRED PATIENTS

• FULLY SELF CONTAINED UNIT• GENERATORS• CLIMATE CONTROL• OXYGEN SYSTEM

• CENTRAL MONITORING STATION• BLOOD PRESSURE• PULSE AND HEART RHYTHM• OXYGEN

MEDICAL ASSISTANCE (CONT)

• DOCUMENTATION/STATISTICAL• INCIDENT REPORTS – INJURED PATIENTS

• # OF PATIENTS WITH BREAKDOWN OF DIAGNOSIS

• # TRANSPORTS WITH REASON FOR TRANSPORT

Event Medical Forms.pdf

football.pdf

• VOLUNTEERS• 12-18 PHARMACY AND MEDICAL STUDENTS PER

FOOTBALL GAME

SECURITY

• PERIMETER SECURITY

• GATE SECURITY

• PROHIBITED ITEMS

• CROWD CONTROL

• COMMUNICATIONS

PERIMETER SECURITY

• TYPES OF UNSECURE PERIMETER• OPEN FIELD

• GOLF COURSE

• PARK OR DOWNTOWN

• BEACH

• TYPES OF SECURE PERIMETER• STADIUMS

• FENCED/GATED AREAS

• PERIMETER BEYOND EVENT• HOW FAR PAST GATES/FENCES

GATE SECURITY• BAG SEARCH

• TYPES OF BAGS ALLOWED

• CLEAR BAG POLICY

• EXCEPTIONS FOR MEDICAL NEED

• PAT DOWNS

• METAL DETECTION (Safety Act Certified)

• EMPLOYEE/VOLUNTEERS• CREDENTIALS

• BACKGROUND SEARCHES

PROHIBITED ITEMS

• FACILITY VS. NON FACILITY/STADIUM• DRINKS, FOOD, COOLERS

• TENTS

• UMBRELLAS

• CHAIRS

• BACKPACKS

• PORTABLE LIGHTING

• GOLF CARTS/POWERED VEHICLE

CROWD CONTROL

• CROWD MONITORING

• RESTRICTED AREAS

• HOLDING AREAS

• REMOVAL POLICIES

COMMUNICATION

• EVENT STAFF COMMUNICATION• RADIOS

• CELL PHONES

• TEXT OR APP MESSAGING SYSTEM

• EVENT ATTENDEE COMMUNICATION• PA SYSTEM

• MESSAGE BOARDS

• TEXT OR APP MESSAGING SYSTEM

• AIR HORNS

LEGAL AND REGULATORY

• LIMIT ON NUMBER OF PERSONS• FIRE MARSHALL

• HANDICAP ACCESS – ADA

• TEMPORARY STRUCTURES

• TRAFFIC AND PARKING

• NOISE

• PERMITS

EVENT CHECKLIST

Event Check List.docx

FINANCIAL

• CANCELLATION

• INSURANCE

CANCELLATION

• MOST CONTRIBUTING CAUSES TO CANCEL• SEVERE WEATHER

• LIGHTNING

• STORMS/HIGH WINDS

• NATURAL DISASTER• EARTHQUAKE

• FLOOD

• POWER OUTAGE

CANCELLATION (CONTINUED)• CANCELLATION INSURANCE

• PERILS• WEATHER

• NAMED STORMS

• LIGHTNING• HIGH WINDS/TORNADO

• NATURAL DISASTER• EARTHQUAKE• FLOOD

• POWER OUTAGE• DOMESTIC OR NATIONAL TERRORISM

• THREAT TO SPECIFIC EVENT

• THREAT TO NATION (911)

• STATE OF EMERGENCY (DECLARED BY GOVERNMENT AGENCY)• STRIKES

• WORKERS

• PARTICIPANTS

• PARTICIPANT/ENTERTAINER/TEAM, ETC CANCEL OR NO SHOW

CANCELLATION (CONT)• CANCELLATION INSURANCE (CONT)

• TERMS AND CONDITIONS• INSURED “MUST TAKE EVERY REASONABLE STEP TO AVOID OR

DIMINISH YOUR LOSS UNDER THE POLICY” ONCE CANCELLATION IS ANNOUNCED• RESCHEDULE EVENT

• BEGIN CANCELING ANYTHING THAT CAN SAVE COSTS

• CRITICAL ITEMS REGARDING CLAIMS• CONTRACT LANGUAGE WITH VENDORS AND

ENTERTAINMENT/PARTICIPANTS/TEAMS CRITICAL

• TICKET REFUND POLICY CRITICAL

CANCELLATION (CONT)

• CANCELLATION INSURANCE (CONT)• PAYOUT TERMS AND CONDITIONS

• IF EVENT IS NOT RESCHEDULED• LOSS REVENUE LESS SAVED EXPENSES

• IF EVENT RESCHEDULED • EXTRA EXPENSES LESS ADDITIONAL REVENUE

• DETERMINE INSURED AMOUNT• LOSS REVENUE

• TICKET, CONCESSION AND/OR MERCHANDISE SALES• RENTAL FEES FOR BOOTHS, TENTS, ETC.

• SAVED EXPENSES• PAYMENT TO ENTERTAINMENT/TEAM/PARTICIPANTS• STAFFING/PERSONNEL COSTS• RENTALS (TENTS, STAGES, LIGHTING, ETC)• CONTRACTUAL SERVICES (CATERING, SECURITY, ETC.)

CANCELLATION (CONT)University of Florida – Idaho Game Cancellation Questions

1. Please supply a copy of the agreement with University of Idaho –Emailed 9/2/2014

2. Has Idaho indicated whether they would or would not return to play on October 25? They have indicated they are not.

3. What are the ticket/gate revenues for the game? Emailed 9/2/2014

4. What is the ticket refund policy? Emailed 9/2/2014

5. What is the $ amount other ancillary revenues (sponsorships/advertising) were received for the game? Not

Applicable

6. Will these ancillary revenues need to be refunded? No they are based on royalty not on per game sales.

7. What was the concession income earned for the cancelled game?$0.00

8. What is the normal per-game concession income when there is no delay situation? $0.00

CANCELLATION (CONT)

Profit and Loss Statement

Single Game vs. Idaho on August 31, 2014

Revenue

Ticket Sales

Concessions Revenue

Total Revenue $

Expenses

Game Day Operations

Officials

Team expenses

OPS workers

Other Catering

Stadium Clean-Up

Suite and Den Operations

Guarantee

Total Expenses $

Net Profit/(Loss) $

CANCELLATION (CONT)

• COST OF POLICY• AMOUNT BEING INSURED

• TYPES AND NUMBER OF PERILS

• NUMBER OF EVENTS – MULTIPLE HOME GAMES• INSURE TOTAL REVENUE FOR ALL GAMES

• INSURE EACH GAME WITH LOWER TOTAL CAP AMOUNT

• POLICY PRICING RANGES .60 TO .75 PERCENT OF TOTAL INSURED AMOUNT $10M = $60,000 TO $75,000.

RISK ASSESSMENT

• PERFORM INTERNAL RISK ASSESSMENT BEFORE AND DURING EVENT, ESPECIALLY IF 1st TIME FOR EVENT

• PERFORM RISK ASSESSMENTS BY AN OUTSIDE CONSULTANT ON AVERAGE EVERY 2-3 YEARS FOR EACH UAA VENUE/EVENT

LEARNING OBJECTIVES

• INCREASED ABILITY TO IDENTIFY RISKS UNIQUELY ASSOCIATED WITH OUTDOOR EVENTS

• SAFETY – WEATHER, ELECTRICAL, TRIP HAZARDS, PETS

• HUMAN HEALTH – FIRST AID, RESTROOMS

• SECURITY – SECURE PERIMETER, GATE SECURITY, COMMUNICATION

• ADOPTING BEST PRACTICES FOR MANAGING THESE OUTDOOR RISKS• ASSEMBLE INITIATIVES THAT MANAGE THE EFFECT OF EXTREME WEATHER

• ESTABLISH POLICIES THAT PROVIDE EXCELLENT MEDICAL/FIRST AID SERVICES

• PERFORM RISK ASSESSMENTS TO ASSURE FAN/ATTENDEE SAFETY

• UNDERSTANDING BEST PRACTICES FOR PROCURING CANCELLATION COVERAGE

• NEGOTIATING PERILS COVERED BY POLICY

• ASSURING ALL COSTS AND REVENUE ARE COVERED IN POLICY

CONCLUSION