Event Risk Management Case Study

EVENT RISK MANAGEMENT Case Study

EVENT OVERVIEW

INTERNAL AND EXTERNAL

INTERNAL AND EXTERNAL Major delays in setup

SEVERITY: HIGH

RECOMMENDATION:

The event was supposed to be from 12nn to 12mn but it started 2pm and ended at around 10pm.

-Onsite situation, people are not properly informed -May cause crowding at the entrance due to waiting too long before they can come in -Unmet expectation: ticket was good for 12 hrs but the event was short of 2 hrs

The organizers should’ve implemented and complied to a strict production schedule to avoid delays. They also should have surveyed if running a whole day event for 12hrs is feasible.

INTERNAL AND EXTERNAL Not enough staff for checking of personal belongings and ID

SEVERITY: HIGH

RECOMMENDATION:

Having been part of the guest list as a media partner, we were told to approach the guest list registration booth and bring IDs for identification but no one checked our bags and IDs when we presented our tickets to them.

- Despite the security, anyone can come in and out of the event -Risks of human threats are high -Minors can also come in the event, even if drinking isn’t allowed for them

There should be ample staff to monitor and regulate the people coming in and out of the event.

INTERNAL AND EXTERNAL Staff IDs are not visible

SEVERITY: HIGH

RECOMMENDATION:

Organizers should have printed larger IDs

fast identification in case of emergency and other similar situations.

IDs are color-coded but their size and the print on them which indicates the designation of each staff are not visible to the audience. Only co-organizers understand the color scheme.

- People do not know the right staff to approach in case an incident arises - A simple incident may turn to a big commotion considering the time spent to look for the person-in-charge

INTERNAL AND EXTERNAL Unidentified event organizer

SEVERITY: HIGH

RECOMMENDATION:

During the event promotions and even on the event itself, the organizers were never revealed. As a media partner, we asked to interview the organizers, but our contact person deviates from the subject.

In case anything untoward happens in the event, no one will know who would be accountable for it.

The organizers should have identified themselves from the onset of the event’s marketing and promotions.

INTERNAL AND EXTERNAL Weather

SEVERITY: HIGH

RECOMMENDATION:

Though it did not rain, the weather was very hot and windy. The setup was greatly affected by these weather conditions as tents and other temporary structures were not properly installed.

-The installation of lights above where the tables and chairs are arranged under the tent visibly sway to the wind. -Tech people frequently go up the tents while the event is going on without proper attire as they were rushing to fix the setup.

The organizers should have anticipated the weather’s effect in their setup and must have considered a longer load in/load out period.

INTERNAL AND EXTERNAL Competition - Wanderland

SEVERITY: HIGH

RECOMMENDATION:

A week before the event, another event of almost the same concept was held.

-Wanderland is an annual event now on its second year (2014) -Organizers were identified -Not just music and drinks, also had art festival -Had a wider scope of target market -Had only one ticket price -Had proper installation and setup - Space was wider

DrinkUpPH organizers should have addressed this competition by adding more elements to their event and marketing it as bigger or better than other similar events. Also, they should have identified themselves.

NATURAL AND HUMAN THREATS

Excess metal posts

SEVERITY: HIGH

RECOMMENDATION:

Put barricades that has a signboard -limits or construction On-

so that people may avoid the area. Excess metal posts should be cut and kept away from people going in and out of the place or area. They should be stored in a truck or a place with no access of people. Clear the area ASAP after installing the tent.


Exposed wiring

SEVERITY: HIGH

RECOMMENDATION:

Use floor/wire cable cover or protector. Use junction boxes If the wiring is on a flat surface, duct tapes May be used to cover the wires Align wiring at one side and fix tangled wire and put them in a junction box if possible or use cable locks especially for long wires


Missing tent cover

SEVERITY: MEDIUM

RECOMMENDATION:

Do not remove tent cover once it has been stored/installed especially when there are people already. Tent covers are used for protection for heat and rainy weather. Use tent locks so that when its windy, the cover wont get removed.


Proximity between tent posts and tables

SEVERITY: MEDIUM

RECOMMENDATION:

Set a distance of at least 3 meters away between tables and chairs from tent posts. Do not congest the area with a lot of tables and chairs. Add them when necessary only but in another area where passage is still free of way. There should be a wide spacing from one table to another and from any other fixture.


Scattered materials in the area

SEVERITY: MEDIUM

RECOMMENDATION:

Have a storage area or room where all equipment or materials needed or extra stuffs are placed and label them for easy identification. Assign a person-in-charge for all equipment and materials.


Theft – missing gadgets

SEVERITY: HIGH

RECOMMENDATION:

Put a sign board that would remind people to watch out with their belongings. Provide a storage/baggage area or room where people can have their belongings safe kept. Have a helpdesk booth or area where people may complain or surrender found items . Reminder from host to safeguard their belongings.

VIDEO

SAFETY AND SECURITY

SAFETY AND SECURITY Fencing not sturdy

SEVERITY: HIGH

RECOMMENDATION:

Any barricades used at the event

after dark must have flashing amber

caution lights securely attached to

them.

Event organizers should use the

standard material like “interlocking

barricade or bike rack”.

Additional roving personnel to secure

the fences during the event.

SAFETY AND SECURITY

Technician/staff – improper uniform/gear

SEVERITY: HIGH

RECOMMENDATION:

Organizers must require all the technical staff to wear the proper/standard uniform during installation (e.g. Cover-All suits, hand gloves, harness, hard hat etc.) Installation must be done at least 6 hours before the event. (***These staff are still on set-up mode while there is already a performance happening in the stage, and the fair was officially opened.)

SAFETY AND SECURITY

Just one ambulance / No Medical Staff

SEVERITY: MEDIUM

RECOMMENDATION:

Though the event area is near in a known hospital in the city, but still it is recommended to provide two (2) or more ambulance. Because in this kind of event, you cannot foresee any unfavorable incidents that may occur (e.g. gang war, bombing, unruly crowd due to alcohol etc.) Organizers must provide an on-site medical staff to attend the needs of the guest in-case of emergency.

SAFETY AND SECURITY

No Exit

SEVERITY: LOW

RECOMMENDATION:

It is necessary in every event or gathering to orient first the guests before the opening of the program, to give the guests clear instructions regarding the fire exit or any safe way to go with, in case unfavorable incident will occur. To provide clear and noticeable safety signage in and outside of the event area.

SAFETY AND SECURITY

No checking of Bags

SEVERITY: HIGH

RECOMMENDATION:

Must provide security personnel a metal detector for checking the bags of guests who were getting in and out of the site. At least two (2) security personnel, a male security to accommodate male guests and a female security personnel for female guest, and staff must be in proper uniform.

SAFETY AND SECURITY

No checking of IDs to verify age

SEVERITY: HIGH

RECOMMENDATION:

It must be clear and printed in the ticket that guests must be in legal age. Security personnel should check or ask an identification card that indicates a birth date of the person. This may be done in checking of bags.

SAFETY AND SECURITY

Food & Beverages are under the heat of the sun that may cause spoilage.

SEVERITY: HIGH

RECOMMENDATION:

Additional shades must be provided for the concessionaires. To advise the concessionaires to avoid exposure of their materials under an open area or heat of the sun. It is also advisable that if you have an event that involves food and beverages booths must be set up in a close or at least a room temperature area.

SAFETY AND SECURITY

Disorganized trash bins

SEVERITY: HIGH

RECOMMENDATION:

Must provide enough trash bins in visible areas of the site. Better to have trash bins that are good enough to hold the trashes of the guests during the event.

SAFETY AND SECURITY

Exposed staff personal belongings

SEVERITY: HIGH

RECOMMENDATION:

Must orient the staff and concessionaires to secure their personal belongings, and in case of any loss or damage of their materials, organizers are not liable. Must provide a holding room for staff.

SAFETY AND SECURITY

No stage security

SEVERITY: HIGH

RECOMMENDATION:

Though the organizer uses the standard

it is still necessary to assign enough security staff to oversee the area. As well for the safety of the performers also.

SAFETY AND SECURITY

Easy entry to the venue through backstage entrance

SEVERITY: HIGH

RECOMMENDATION:

Must close and secure all possible passages of the site, it must be a standard policy that all guest and staff must enter at the main gate to check the bags, IDs and tickets as well for security purposes.

VIDEO

EVENT CRIMES AND ACTS OF VIOLENCE


Sexual Harassment

SEVERITY: HIGH


Serving of alcohol to minors

SEVERITY: HIGH


Encouraging drinking and driving

SEVERITY: HIGH VIDEO

CAPABILITY

CAPABILITY

Weak marketing

SEVERITY: HIGH

CAPABILITY

No professional organizer

SEVERITY: HIGH

CAPABILITY

Disorganized programme. No host

SEVERITY: HIGH

CAPABILITY

Too many interruptions due to technical difficulties

SEVERITY: HIGH

OVERALL STRENGTH

City Police, and many security/bouncer, ambulance, medical booth

Cash flow/tokens

Faster registration/electronic registration

Variety of beverages and food offered

Event space layout

Documents

Event Risk Management Case Study