Risk Management for Meetings and Events  book cover
1st Edition

Risk Management for Meetings and Events

ISBN 9780750680578
Published December 13, 2007 by Routledge
380 Pages

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Book Description

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.

Table of Contents


Part One Understanding Risk Management
Chapter 1 The Role of Risk Management for Meetings and Events
What Is Risk?
The Unknown: Positive and Negative Outcomes; Risk Versus Risky; Typical and Critical Risk Factors for Meetings and Events
The Role and Scope of Events and Event Management
The Role and Scope of Meetings and Events; The Characteristics of Event Genres; The Scope and Process of Event Management
The Role of Risk Management
Asset Protection; Minimizing Liabilities; Loss Prevention and Control; Growth Management; Responsible Operation
The Integration of Risk Management and Event Management
Event Project Planning, Execution, and Control; Prioritizing Objectives and Alternatives; Defining Risk Tolerance; Formal and Informal Risk Management Policies
Chapter 2 The Risk Management Process, Tools, and Techniques
See Sample Chapter—Attached

Part Two The Scope of Risk Management
Chapter 3 Legal and Ethical Compliance
Compliance Management
Laws, Codes, and Regulations; Site Occupancy Requirements; Intellectual Property and Licensing
Legal Issues
Statutory and Regulatory Obligations; Contracts; Licenses, Permits, and Other Compliance Instruments
Ethical Issues
Information Confidentiality and Fraud; Human Resources Policies and Perquisites; Procurement and Equal Opportunity Policies
Chapter 4 Health and Safety
Fire Safety and Occupancy Issues
Fire Safety Systems; Lighting and Visibility; Structural Integrity; Safety Meetings and Inspections
Sanitation and Waste Management Issues
Chemical Hazards, Infectious Materials, and Pollution; Sanitation Systems and Facilities; Hazard Mitigation; Waste Management
Occupational Safety
OSH Requirements; Occupational Hazards; Training; Precautions and Protective Equipment; Manual Handling Procedures
Chapter 5 Loss Prevention and Security
Loss Prevention Strategies
Safety Precautions and Protocols; Communication Systems; Emergency and Contingency Plans; Security Personnel and Equipment; Redundant Equipment and Systems; Response Training
The Why and How of Purchasing Insurance; Contractually Required and Event-Specific Insurance; Liability Transference through Insurance Coverage
Security Management
Security Functions and Deployment; Security Personnel and Equipment; Command, Control, and Communication; Incident Response and Reporting Procedures
Chapter 6 Emergency Preparedness
Emergency Management
Preparation and Prevention; Detection and Classification; Communications Plan and Reporting Procedures; Emergency Response Services and Equipment; Evacuations
Medical Emergencies
Medical Services; Medical Response; Response Accessibility; Vehicles and Equipment; Incident Procedures
Crisis and Disaster Management
Command Structure; Crowd Control; Media Plan and Spokespersons; Shutdown Procedures; Natural, Man-made, and Technological Disasters; Threat Assessment; Mutual Aid Agreements; Response, Mitigation and Recovery
Part Three Organizational Safeguards
Chapter 7 Administrative Safeguards
Financial Management
Resource Management; Budget Development; Cost Estimating and Cost Controls; Cash Handling Procedures; Credit Policies and Procedures; Purchasing and Change Controls; Financial Reporting
Human Resources Management
Organizational Structure; Recruitment, Induction, Orientation, Training, Supervision, Discipline, and Termination Regulations and Policies; Volunteers, Temporary Staffing, and Union Labor Issues
Procurement Management
Procurement Policies and Practices; Contract and Contractor Management; Quality and Change Controls
Systems Management
Identifying and Understanding System Applications; Governance and Decision Making Systems; Systems Integration; Technology Management
Time Management
Activity Definition and Sequencing; Schedule Development and Control; Critical Path Analysis; Deadline Management
Chapter 8 Communications
Communications Management
Internal and External Communications; On-site Connectivity, Command, and Control; Communications Equipment; Public Address Systems and Announcement Protocols; The Production Book and Contact Lists
Information Management
Information Acquisition, Distribution, Monitoring, and Reporting; Documentation Policies and Procedures; Database Systems and Management; Information Asset Protection, Vital Records, and Privacy Policies
Stakeholder Management
Client, Committee, and Constituent Management; Government, Military, and Political Authorities; Media Management; Personnel, Participants, and Providers; Economic and Cultural Community Objectives
Chapter 9 Marketing Issues
Marketing Plan Management
Marketing Plan Objectives, Messages, and Mediums; Branding and Image Management; Consumer Regulations and Market Intelligence; Product Definition, Positioning, and Pricing
Materials and Merchandising Management
Materials 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 Amenities
Promotions Management
Advertising, 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 Mediums
Public Relations Management
Media Relations, Contact Lists, Releases, and Previews; Crisis Management, Spokespersons, and Media Conferences; Role of Public Relations for Disaster Response and Recovery
Sales Management
Ticketing and Box Office Operations; Merchandise, Concession, and Web-based Sales; Cash Handling and Coupon Redemption Procedures
Sponsorship Management
Commercial Sponsorship, In-kind Donations, Patron Gifts, and Grants; Selling and Servicing Sponsorships; Cross Promotions and Image Management
Part Four Operational Safeguards
Chapter 10 Program Design
Program Design Management
Needs 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 Management
Audiovisual Services, Equipment, and Staging Requirements; Technical Producers, Technicians, and Rehearsals; Pyrotechnics and Other Special Effects; Entertainment and Performer Specifications
Chapter 11 Site Management
Infrastructure Management
Transportation, Traffic, and Parking; Power, Gas, Water, and HVAC Systems; Lighting, Telecommunications, and Maintenance Systems; Waste Management, Recycling, and Sewage Services; Medical and Emergency Services
Logistics Management
Scope 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 Management
Site Management
Site 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 Furnishings
Chapter 12 Attendee Management
Audience Management
Access and Admission Controls; Crowd Management, Group Movements, and Crowd Behavior; Arrival/Departure Modes, Pedestrian Traffic Flow, and Queue Management; Admission and Credentialing Systems
Hospitality Management
Housing, VIP, and Guest Services; Sponsor Benefits and Client Entertainment; Reception Areas, Ready Rooms, Dressing Rooms, and Lounge Facilities
Practical Risk management Aids
Risk Planning Tactics, Forms and Worksheets
Risk Assessment System Tactics, Forms and Worksheets
See Sample Risk Register Worksheet
Risk Response System Tactics, Forms and Worksheets
Risk Monitoring System Tactics, Forms and Worksheets
Risk Control System Tactics, Forms and Worksheets
Risk Documentation Tactics, Forms and Worksheets
Risk Communication Tactics, Forms and Worksheets
Risk Management Evaluation Tactics, Forms and Worksheets


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Julia Rutherford Silvers


“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