Risk Management for Meetings and Events


  • Julia Rutherford Silvers, Currently teaching the Meeting & Event Risk Management and Meeting & Event Coordination online courses at the University of Nevada, Las Vegas, U.S.A.

Events of all types are produced every day for all manner of purposes, attracting all sorts of people. Creating and managing the environment in which these people will gather carries with it awesome responsibilities — legal, ethical, and financial. To provide a safe and secure setting and to operate in a manner that ensures the hosting organizations or individuals achieve their objectives in a proper and profitable way, event risk management must be fully integrated into all event plans and throughout the event management process.Risk Management for Meetings and Events examines the practices, procedures, and safeguards associated with the identification, analysis, response planning, and control of the risks surrounding events of all types. Written by an experienced author it:* Provides a solid, easy-to-read conceptual foundation based on proven risk management techniques* Includes ready-to-use templates designed specifically as learning exercises for students and professionals* Comprehensively discusses effective strategies for managing the risks associated with design, planning and production of public and private events Risk Management for Meetings and Events is a comprehensive and practical guide which supports academic and professional development programs that prepare individuals for entering or advancement in the meeting and event management industry.
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Level 2 undergraduates in event management programs; meeting and event management practitioners, as a reference tool and professional development resource; consultants


Book information

  • Published: November 2007
  • ISBN: 978-0-7506-8057-8


“The prowess of industry professional, scholar and accomplished writer abound in the work of Julia Rutherford Silvers, CSEP. This highly effective atlas of risk management skills and techniques provides students, professors and industry professionals with a due diligence road map in an emerging profession desperate for methodical tools to ensure the success and safety of all stakeholders in meetings and events. The integration of risk management and meetings/events management is comprehensive and reveals the breadth and depth of knowledge possessed by Silvers. Risk Management for Meetings and Events is a highly effective resource that should sit on the bookshelf of all meetings and events professionals.” Kathleen B. Nelson, Ph.D., CSEP, CMP, Director of Executive Master in Hospitality Administration & Executive Master in Event Management, William F. Harrah College of Hotel Administration, University of Nevada Las Vegas "The most comprehensive book on risk management related to meetings and events. A must read, even for experienced professionals." Professor Harith Wickrema, School of Tourism and Hospitality, Temple University, Event Planner of the year 2001, President, Harith productions Ltd "In a complex industry where many believe that the work performed by meeting professionals is 'not brain surgery', Julia Silver comprehends the issues that will keep people safe and secure and is able to convey methods by which industry professionals can prepare for contingencies. This book provides anyone - meeting planner, facility or vendor staff, volunteer - involved in meeting and event management with an understanding of why and how to keep people and property safe at events. A must read." Joan L. Eisenstodt - Eisenstodt Associates, LLC

Table of Contents

ForewordPrefaceAcknowledgementsPart One Understanding Risk ManagementChapter 1 The Role of Risk Management for Meetings and EventsWhat Is Risk?The Unknown: Positive and Negative Outcomes; Risk Versus Risky; Typical and Critical Risk Factors for Meetings and EventsThe Role and Scope of Events and Event ManagementThe Role and Scope of Meetings and Events; The Characteristics of Event Genres; The Scope and Process of Event Management The Role of Risk ManagementAsset Protection; Minimizing Liabilities; Loss Prevention and Control; Growth Management; Responsible OperationThe Integration of Risk Management and Event ManagementEvent Project Planning, Execution, and Control; Prioritizing Objectives and Alternatives; Defining Risk Tolerance; Formal and Informal Risk Management PoliciesChapter 2 The Risk Management Process, Tools, and TechniquesSee Sample Chapter—AttachedPart Two The Scope of Risk ManagementChapter 3 Legal and Ethical ComplianceCompliance ManagementLaws, Codes, and Regulations; Site Occupancy Requirements; Intellectual Property and LicensingLegal Issues Statutory and Regulatory Obligations; Contracts; Licenses, Permits, and Other Compliance InstrumentsEthical IssuesInformation Confidentiality and Fraud; Human Resources Policies and Perquisites; Procurement and Equal Opportunity PoliciesChapter 4 Health and SafetyFire Safety and Occupancy IssuesFire Safety Systems; Lighting and Visibility; Structural Integrity; Safety Meetings and InspectionsSanitation and Waste Management IssuesChemical Hazards, Infectious Materials, and Pollution; Sanitation Systems and Facilities; Hazard Mitigation; Waste ManagementOccupational Safety OSH Requirements; Occupational Hazards; Training; Precautions and Protective Equipment; Manual Handling ProceduresChapter 5 Loss Prevention and SecurityLoss Prevention StrategiesSafety Precautions and Protocols; Communication Systems; Emergency and Contingency Plans; Security Personnel and Equipment; Redundant Equipment and Systems; Response TrainingInsurance The Why and How of Purchasing Insurance; Contractually Required and Event-Specific Insurance; Liability Transference through Insurance CoverageSecurity ManagementSecurity Functions and Deployment; Security Personnel and Equipment; Command, Control, and Communication; Incident Response and Reporting ProceduresChapter 6 Emergency PreparednessEmergency Management Preparation and Prevention; Detection and Classification; Communications Plan and Reporting Procedures; Emergency Response Services and Equipment; Evacuations Medical EmergenciesMedical Services; Medical Response; Response Accessibility; Vehicles and Equipment; Incident ProceduresCrisis and Disaster ManagementCommand Structure; Crowd Control; Media Plan and Spokespersons; Shutdown Procedures; Natural, Man-made, and Technological Disasters; Threat Assessment; Mutual Aid Agreements; Response, Mitigation and RecoveryPart Three Organizational SafeguardsChapter 7 Administrative SafeguardsFinancial ManagementResource Management; Budget Development; Cost Estimating and Cost Controls; Cash Handling Procedures; Credit Policies and Procedures; Purchasing and Change Controls; Financial ReportingHuman Resources ManagementOrganizational Structure; Recruitment, Induction, Orientation, Training, Supervision, Discipline, and Termination Regulations and Policies; Volunteers, Temporary Staffing, and Union Labor Issues Procurement ManagementProcurement Policies and Practices; Contract and Contractor Management; Quality and Change ControlsSystems ManagementIdentifying and Understanding System Applications; Governance and Decision Making Systems; Systems Integration; Technology Management Time ManagementActivity Definition and Sequencing; Schedule Development and Control; Critical Path Analysis; Deadline ManagementChapter 8 CommunicationsCommunications ManagementInternal and External Communications; On-site Connectivity, Command, and Control; Communications Equipment; Public Address Systems and Announcement Protocols; The Production Book and Contact Lists Information ManagementInformation Acquisition, Distribution, Monitoring, and Reporting; Documentation Policies and Procedures; Database Systems and Management; Information Asset Protection, Vital Records, and Privacy PoliciesStakeholder ManagementClient, Committee, and Constituent Management; Government, Military, and Political Authorities; Media Management; Personnel, Participants, and Providers; Economic and Cultural Community ObjectivesChapter 9 Marketing IssuesMarketing Plan ManagementMarketing Plan Objectives, Messages, and Mediums; Branding and Image Management; Consumer Regulations and Market Intelligence; Product Definition, Positioning, and PricingMaterials and Merchandising ManagementMaterials and Merchandise Manufacture, Packaging, and Distribution; Brand/Logo Management, Licensing, and Concessions; Badges, Passes, and Other Access Credentials; Media Kits, Newsletters, and Other Communications; Protecting Tickets, Coupons, and Other Cash Value Assets; Awards, Prizes, Gifts, and AmenitiesPromotions ManagementAdvertising, Sales Promotions, and Cross Promotions; Contests, Sweepstakes, Proof of Purchase Discounts, and Couponing; Product Sampling, Demonstrations, and Giveaways; Special Appearances, Stunts, and Ceremonies; Internet, Web-based, and Other Electronic MediumsPublic Relations ManagementMedia Relations, Contact Lists, Releases, and Previews; Crisis Management, Spokespersons, and Media Conferences; Role of Public Relations for Disaster Response and RecoverySales ManagementTicketing and Box Office Operations; Merchandise, Concession, and Web-based Sales; Cash Handling and Coupon Redemption ProceduresSponsorship ManagementCommercial Sponsorship, In-kind Donations, Patron Gifts, and Grants; Selling and Servicing Sponsorships; Cross Promotions and Image ManagementPart Four Operational SafeguardsChapter 10 Program DesignProgram Design ManagementNeeds Assessment, Feasibility Analysis, and SWOT Analysis; Catering and Alcohol Management; Companion, Children’s, and Competition Programs; Activities and Entertainment; Educational and Certification Program Requirements; Technical Production ManagementAudiovisual Services, Equipment, and Staging Requirements; Technical Producers, Technicians, and Rehearsals; Pyrotechnics and Other Special Effects; Entertainment and Performer SpecificationsChapter 11 Site ManagementInfrastructure ManagementTransportation, Traffic, and Parking; Power, Gas, Water, and HVAC Systems; Lighting, Telecommunications, and Maintenance Systems; Waste Management, Recycling, and Sewage Services; Medical and Emergency ServicesLogistics ManagementScope Definition, Precedence Order, and Action Plans; Task Identification, Analysis, Assignment, and Monitoring; Staging, Marshalling, Installation, Replenishing, Dismantling, and Move-out; Contractor Coordination and Loading Dock ManagementSite ManagementSite Selection, Inspection, and Contracting Criteria; Assessing Site Hazards and Vulnerabilities; Site Plans, Diagrams, and Maps; Site Development and Perimeter Controls; Temporary Structures, Tenting, and Mobile Facilities; Décor, Equipment, and FurnishingsChapter 12 Attendee ManagementAudience ManagementAccess and Admission Controls; Crowd Management, Group Movements, and Crowd Behavior; Arrival/Departure Modes, Pedestrian Traffic Flow, and Queue Management; Admission and Credentialing SystemsHospitality ManagementHousing, VIP, and Guest Services; Sponsor Benefits and Client Entertainment; Reception Areas, Ready Rooms, Dressing Rooms, and Lounge FacilitiesAppendixPractical Risk management Aids Risk Planning Tactics, Forms and WorksheetsRisk Assessment System Tactics, Forms and WorksheetsSee Sample Risk Register WorksheetRisk Response System Tactics, Forms and WorksheetsRisk Monitoring System Tactics, Forms and WorksheetsRisk Control System Tactics, Forms and WorksheetsRisk Documentation Tactics, Forms and WorksheetsRisk Communication Tactics, Forms and WorksheetsRisk Management Evaluation Tactics, Forms and WorksheetsIndex