Event Planning & Risk Management

Timeline.4 weeks until event pick your event &

date21 days until event Social Exception Form 10 days until event* 3rd Party Vendor form 5 days until event Non-alcoholic Event

Form

*(Business days, does not count weekend)

Pick your event. Formal Exchange Philanthropy Educational Program Moms/Dads Weekend Alumni Weekend

Pick your date.

Think about the Semester Cycle.

Week 1: This is gonna be great!

Around week 3: Where did all

these tests come from!?

Week 5: I think I’m getting a

handle on all of this

Week 8: Midterms…

Week 12ish: I’m getting burnt

out…

Week 15: So close to the end!

Logistics.Who will attend the event?

Members only Members & dates List party Multiple chapters Parents or Alumni

Where will the event be held?

On/Off campus Downtown Out of town

Fill out necessary forms.

On Campus LINK Social Exception

with Risk management

Non-Alcoholic Event Registration

NOT on Campus LINK

3rd party vendor Philanthropy &

donations Educational

Programs

Alcohol events 300 attendees

or more Parents/Alumni

event without providing a list of birth dates

Anything that Violates Governance Statement

When do I need to use the Social Exception form?Anytime you want to violate the Governance Statement.

Risk Management

Attendees Reputation Facilities Physical/

Emotional

What is risk management?identification, assessment, and prioritization of risks followed by the application of resources to minimize and/or prevent said risks

Party Affected

Potential Risk please outline potential risks in

each category

Mitigation List contingency plans and strategies you will utilize to

minimize them

Resources Needed

(Offices/Equipment/etc) People, equipment, offices, etc.

that you will need to execute your plans.

Attendees

Reputation

Facilities/ Equipment

Monetary

Attendees Drinking too much

Underage drinking Transportation Injuries

Facilities & Equipment Damage to bathrooms Spilled drinks Stolen property

Consequences Tarnished reputation Rumors Fines/Consequences through FSL Banned from Venue

Mitigations Sober drivers to and from event venue Sober monitors- 1 per 25 attendees Security & sending people home

Security Officers – 1 per 100 attendees Venue or Contracted

Wristbands IDs Drink limit