Managing Risks
What risks to you need to prepare for when you organise your event?
"What is Risk Management? . . . Basically it is a documented system that focuses attention on the risks and challenges facing an organisation in its everyday activities and setting in place a set of procedures that will help to prevent or minimise the effect of those risks."
http://www.aon.com.au
Potential risks will vary according to the nature of the event but can generally be grouped into one of the following:
- Occupational health and safety – e.g. physical environment, work practices (you have a duty of care to avoid injury to anyone involved in or attending an event)
- Financial – e.g. debt, fraud or theft
- Operational – e.g. compliance, management practice, loss of positive reputation
Event managers need to:
- Identify potential risks by asking what can happen and how can it happen
- Analyse the level of probability and impact of the risk
-
Evaluate the risk
One useful evaluation matrix to identify and plot the potential risks follows:
|
High probability / Low impact eg. Committee member forgets to arrange a float |
High probability / High impact eg. Possibility of bad weather for summer outdoor event |
|
Low probability / Low impact eg. Committee member called away on family business |
Low probability / High impact eg. Injury from fireworks show |
Once the risks are identified, you have several options for dealing with them and each option points to a particular line of action:
| Options | Actions |
|
|
Template
Download our Workplace Health & Safety (WH&S) Info Sheet and Risk Assessment Template Pack
Help sheets and checklists relating to risk management can be found at www.ourcommunity.com.au – just type ‘risk management’ in the site’s search engine to find the information.
If handling food is one of the risks in your program, check if your Council requires stall holders to have done a Food Handlers Course.
Crowd control
Larger events may need to consider the issue of security in their risk management plan. This need not be managed in a heavy handed way with bouncers in black wearing earpieces, however, inadequacies and a lack of appropriate crowd management can result in injuries and sometimes fatalities. Seek expert advice if necessary regarding health and safety requirements, fire and evacuation services and first aid. Planning should include consultation with local police, ambulance and State Emergency Services.
Woodford Folk Festival
One of the biggest volunteer efforts annually is the Woodford Folk Festival. Over the years they have developed an excellent system for crowd control, site cleanliness and venue management. Creative approaches like the ‘hug’ teams who move around the site, add to the friendly atmosphere.
www.woodfordfolkfestival.com
Environmental impact
You may also want to consider how to minimise the impact of your event on the environment by ensuring adequate toilet facilities are provided and you have an effective system for rubbish (especially toxic waste) disposal. Where possible reduce, reuse and recycle materials before, during and after the event.
If your event involves changing the environment of the site in any way (e.g. heavy plant and machinery digging up grassed areas), ensure that you have planned to repair any damage. It may be appropriate to plant something to honour the event or the organisations involved.