your risk management playbook - meetings today · 2019-03-27 · risk management playbook this...

Your Risk Management Playbook

Presented by

Brenda RiversPresident & CEO

Andavo Meetings & Incentives

Moderated by

Tyler DavidsonVice President & Chief

Content Director

Meetings Today

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Learning Objectives

• Understand four standards to meet the duty of care is for meeting and event professionals.

• Gain insights into how to involve key stakeholders and achieve buy-in from decision-

makers.

• Know how to involve first responders and vendors in the risk management process.

• Learn the 6 critical elements to include in a customized risk management playbook for your

organization.

• Know where to start!

Today’s Speaker

Brenda RiversPresident & CEO


Buy Brenda’s Book: The Meeting & Event Risk Management Guide: How

to Develop a Customized Risk Management Playbook

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The Meeting and Event Risk Management Playbook Keeping Attendees Safe in an Unsafe World

Prepared Especially for Meetings TodayWebinar Presentation

MARCH 27, 2019BRENDA RIVERS, J.D., HMCC

PRESIDENT & CEO

Why Are We Here?SAFETY & SECURITY ARE A TOP PRIORITY

From A Meeting Planner’s PerspectiveWE’VE ALL BEEN THERE

• Focus is on Creating a

Flawless Event

• Lack of Time, Resources, Support

• No Industry Standards

• Overwhelming: A New Risk

or Threat Everyday

• Probably Won’t Happen Anyway

This presentation and the elements contained herein were created especially for MIC of Colorado and are confidential and proprietary to Andavo Meetings and Incentives. Contents may not be shared with any third party without the express written consent of Andavo Meetings and Incentives.

Goals For TodayWHAT WE WILL ACHIEVE

Understand the 4 Duty of Care

Standards for Meeting Organizers

Learn the 6 Key Elements of your

Risk Management Playbook

©


How Prepared Are You & Your Company?ASSESS YOUR CURRENT STATE

Preparedness Questionnaire

Audience Response


Key Concepts

to Remember

Duty to Recommend

Duty to Prepare

Duty to Inform

Duty to Investigate

+

Current State of Preparedness

Vulnerability Assessment

Identify the Resources

Develop the Crisis Response Plan

Integrate the Crisis Communication Plan

Recover & Evaluate

1

2

3

4

5

6

6 Elements of Risk Management Strategy

4 Duty of Care Standards©


Duty of Care4 STANDARDS

1. Duty to Investigate• Safety of Venue• Emergency Preparedness• Vendor Competency• Risk of Activities

2. Duty to Inform• Past Experiences that

Create Potential Risks• Preparedness of Venue,

Security, & Vendors• Known Vulnerabilities• Risks Planners Should Know

3. Duty to Recommend• Group Subject to Harassment• Private Security EMT• Attendee Information

(Resources In Case of Emergency)

4. Duty to Prepare• Mitigation Plans Include All

Foreseeable Risks• Crisis Communication Strategy • Crowd Control

©


10 Minute Crisis Test

10 Minute Crisis TestPOTENTIAL CRISES

• Protestor/Heckler

• Bomb Threat

• Threat of Violence

• Crowd Panic

• Medical Emergency

• Evacuation

• Program Delay or

Cancellation

• Threat to Executive(s)

• Social Media Blow Up


10 Minute Crisis TestWHAT MATTERS MOST


• Attendee Safety

• Who is in Charge?

• Roles & Responsibilities

• First Responders – How to

Reach, How to Assist

• Emergency Procedures

• Crowd Control

• Rapid Response

• Messaging Strategy

• Executive Protection

• Recover & Resume

What is at Stake?BUSINESS CASE FOR THE EXECUTIVES

• Safety of Attendees

• Financial Investment: Protect Company Bottom Line

• Avoid Liability for Negligence

• Safeguard Reputation: Enhance Brand

• Opportunity to Respond in Prepared Manner in Crisis

• Social Media Blow Up: Turn into Good Will vs. Damage


Your Risk Management PlaybookWHERE DO YOU START?

Replicable for All Types of Events

Integrates Into Your Event Design

Interactive & Empowering

Process Applies to Any Crisis or Disruption


Your PlaybookTABLE OF CONTENTS

• Current State of Preparedness

• Vulnerability Assessment

• Identify the Resources

• Develop a Crisis Response Plan

• Integrate the Crisis Communication Plan

• Recover & Evaluate


Current State of PreparednessPERCEIVED CONFIDENCE VS. CAPABLE CONFIDENCE

• Reality Process

• Preparedness Quiz

• Crisis Simulations

• Readiness Poll

• What Matters Most


Vulnerability StudyASSESS RISK FOR THE EVENT

• Identify Top Foreseeable Crises

• Least Likely to Most Likely

• Impact Analysis

• Basis for Crisis Response Plan


Vulnerability Study


Identify Resources & Responders ASSEMBLING YOUR TEAM

• RFP & Sourcing Process

• Meet With Key

Response Teams

• Collect Current

Emergency Protocols

• Emergency Contacts

• Rehearsals


Identify Resources & Responders


Develop Crisis Response Plan(s)BASED ON YOUR VULNERABILITIES

• All Foreseeable Risks

• Who to Call, How to Call, What to Do

• Situational Awareness Training

• Training Document

• Summary Form Wallet Card

• Pre-Event Rehearsals


Emergency Contacts/Procedures


Venue Emergency ProceduresFire

• Keep attendees calm until instructions are given over the PA system

• The fire alarm will sound

• If evacuation is necessary, follow instructions given by venue staff

• When the fire event has been retired, Security staff will notify everyone by

the public-address system, bullhorns, and personal notifications

Hazardous Materials/ Unattended Packages/Bomb Threat

• If you see something, say something

• Notify venue security (555-5555) by using a house phone, NOT a cell

phone

• Call 911 if the threat is immediate

• Do not use text, email, or cell phones until law enforcement clears

area.

• If suspicious object is identified, do not move, jar or touch object.

Removal of object will be determined by professionals.Weather Emergencies

• Venue monitors weather patterns and will warn guests when necessary

• The venue has proprietary hurricane procedures that will take effect when

a hurricane is confirmed and will give updates periodically

• Make sure meeting staff and attendees follow instructions given by the

venue

Elevators should never be used in an Emergency.

Lights/Power Outage

• The venue has an emergency generator that will power emergency

lights, and one elevator in each bank for __ days

Active Shooter

• Keep in mind that attendees and guests will likely follow the lead of

managers

• Follow the “run, hide, fight” instructions

• Turn off all noise like TVs and silence phones – remain quiet

• As an absolute last resort try to disrupt or incapacitate shooter

• When law Enforcement arrives drop everything and raise hands – avoid

pointing, screaming, yelling or sudden movements

• Observe and report, immediate notification of security and 911:

o Location of shooter, number of shooters, description of

shooters, type of weapons, number of potential victims

Medical Emergencies

• Call 911 immediately.

• Provide your name, the location of the victim, nature of the injury,

victim responsiveness, gender of victim, and approximate age of

victim. If possible, someone must STAY with the patient.

• Do not attempt to move the injured or ill person unless their position

is life threatening or render first aid or medical assistance

• Try to keep the patient warm and covered until medical assistance

arrives.

Civil Disturbances/ Aggressive Panhandling/ Protestors

• Contact venue security.

• Do not stand within a mob or between two disagreeing parties in an

attempt to alleviate the situation.

• Move to a safe area, do not speak, yell, or take photos.

• Continue to observe situation until security arrives. Inform security of

observations.

Offsite

• Any staff member that witnesses an emergency, public disturbance,

theft, etc. needs to contact __________ who will have direct contact

with emergency services

• Do not attempt to intervene

• Fill out an incident report

First Reactors remember to fill out an Incident Report

Emergency Contact InformationVenue Name & Address

Important Contacts and Numbers:

Any emergency: Call 911 For minor incidents call Venue Security at 555-5555 or Private Security at 555-5555

Please notify [Main Lead] at [Phone Number] or [Secondary Lead] at [Phone Number] or [Other Important Leads]

Always remember: Be aware. Know what to do. Stay Calm. Keep Cell Phones Charged

Communication Chain of Command

Main LeadPhone Number-Responsible for: approval of all messaging before release

Secondary Lead Phone Number-Responsible for: drafting and disseminating all messaging through all channels after approval

Important Contacts:

Venue Contact:

Name:

Title:

Cell Number:

Security Contact:

Name:

Title:

Cell Number:

Venue Security

Department

Phone Number

Other Important Emergency Contact:

Closest area walk-in clinic:

Name:

Address:

Phone Number:

Closest 24-hour

pharmacy:

Name:

Address:

Phone Number:

Closest Pharmacy:

(Regular Hours)

Name:

Address:

Phone Number:

Nearest police station:

Name:

Address:

Phone Number:

Nearest fire station:

Name:

Address:

Phone Number:

Nearest Emergency Room:

Name:

Address:

Phone Number:

Venue Information:Main Number:

Name:Phone Number:

DMC Contact: Phone Number

Activity ContactPhone Number

A/V Contact

Phone Number

F&B Contact

Phone Number

Other Vendor

Phone Number

Other Vendor

Phone Number

Integrate The Crisis

Communication Plan

• Decision Tree

• Roles & Responsibilities

• Communication Channels

• Official Spokespersons

• Central Hub

• Purpose Statement

• Reactive vs. Proactive

• Execute Plan


• Security/Emergency Procedures Clause

• Indemnification: Acts of Negligence, Gross Negligence

• Limitation of Liability: Cap on Damages, Up to Insurances Coverage,

Not Value of Contract

• Force Majeure: Include the word “Threat”, Waiver of Attrition & Minimums,

Agree to Hold with a Reduced Attendance

• DMC/Vendor Clause

• Professional Liability & EO Insurance

• Event Cancellation Insurance


Risk Mitigation Contract ClausesTRANSFER OR SHARE THE RISK

Recover & Evaluate

• After Action Review

• Documenting the Crisiso Incident Reports & Insurance

Claims Process

• Make Recommendations

for Future Events


ResultsTHE PREPARED TEAM

Safe

Informed

Empowered

In Control


Thank You

Questions?

Tyler Davidson

Vice President & Chief Content Director

Meetings Today

Brenda Rivers

President & CEO


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your risk management playbook - meetings today · 2019-03-27 · risk management playbook this...

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