Let’s Kill Murphy! Bullet-proofing Meetings from Disasters and Other Event Terrorists

MICECON 2013 Philippine MICE Conference

Daveo City – March 2013

Can we really bullet proof a meeting?

Contents

Preparation

Risk Assessment

Risk Analysis

Risk Planning

Risk Mitigation

Identifying Risks Recognising the possibility of injury, damage or loss Risks in relation to:

o People – attendees, employees, etc.o Property – real property (hotels or venues) or

personal property (a/v equipment, computers, etc.)o Intangibles – information or reputationo Business – operational capability, profitability, delivery

What is Risk Management? Managing the possibilities rather than the occurrences Prevention and mitigation Four levels – Planning, mitigation, response and

recovery Without a plan, the response to a crisis or emergency is

almost always inadequate and uncoordinated.

Types of Risks for Events Terrorism Food poisoning Natural events Weather closures Labour unrest Political protest

Defining Terms

Risk: Potential for loss or disruption Emergency: Actual or impending threat to operations,

life or property Crisis: an event that must be handled to minimise

negative effects Disaster: calamitous event causing great damage, loss

or disruption to critical business functions

Forming a Risk Team

Purpose: Developing and implementing the plan Team Members:

o Active players and advisors and who represento Various functional levels (e.g. executive, meetings,

accounting, marketing and legal.) Management Support: Delegated authority and top-

level leadership. Mission Statement: Organisation wide commitment and

structure.

Contents

Preparation

Risk Assessment

Risk Analysis

Risk Planning

Risk Mitigation

Types of Risks to Assess Heath and safety (attendees, staff, volunteers) Operational continuity Property, facilities and infrastructure Delivery of services Environmental Economic and financial condition Regulatory and contractual obligations Reputation of the organiser

Examples of Internal Risks

Program risko Late delivery at a product launcho Political speakers likely to draw protesters

Attendee risko Attendees are cost conscious and the economy is

worseningo Most attendees are doctors and a public health crisis

occurs

Internal Risk Assessment Involving processes such as evacuation plans, fire

protection and security procedureso Request information from the venue, which is

responsible for some of theseo Review own internal policies

Insurance / Finance / Purchasing Employee manuals Registration policies Emergency contact information

Examples of External Risks Destination risk:

o Political instabilityo Frequent weather related air service disruptions

Facility risk:o Delayed opening of venue under construction

Economic risk:o Exchange rate fluctuations may substantially increase

the cost of attendance for a majority of members

External Risk Assessment Travel warnings Threatened strikes (eg transportation) Get advice:

CVB Community emergency preparedness Police and fire departments

Contents

Preparation

Risk Assessment

Risk Analysis

Risk Planning

Risk Mitigation

Vulnerability Analysis Chart

Risk Type Probabilit

y

Protests

Economy

Health Crisis

Weather

Venue Delay

Political Crisis Weak 5 1 Strong High 5 1 Low

3 195325 1

131 3

151 5

252 5

553 5

151 5

5 185

5 225

3 225

5 285

5 225

Human

Prope

rty

Busine

ss

Impact ResourcesIn

tern

al

Extern

al

Tota

l

Risk Priorities

Probability

Impa

ct

HighLow

Hig

hL

ow

Protests

Political Upheaval

Venue not ready

WeatherHealth Crisis

Economy

Contents

Preparation

Risk Assessment

Risk Analysis

Risk Planning

Risk Mitigation

Overview Plan purpose Contact list of members of risk team Contact list of response team

The people who will take action Each member’s role and responsibility

List of types of emergencies, crises and disasters included in plan

Emergency Response Procedures

Natural disasters and emergenciesTyphoons / Floods /

EarthquakesAccidents

Injuries / Loss of materials Human caused events

Terrorism / Strikes / AssaultTechnological failures

Utility outage / Computer crash

Planned Responses

Assess Situation

Protect staff, attendees, records

and assets

Decide whether to continue, delay or

cancel event

Examples

Plan Contents

Staff roles Emergency response

procedures Communications list Facility emergency

information Media list

Emergency Contact Lists

Staff Contractors Venue Attendee emergency

contacts Emergency services

Supporting Documents Facility floor plans

oEmergency exits / location of emergency equipment and personnel

Evacuation and shelter plans Safety and security checklist Listing of attendees or staff with special needs Listing of staff with special skills

oCPR / paramedic / language Resource list

Contents

Preparation

Risk Assessment

Risk Analysis

Risk Planning

Risk Mitigation

Risk Management Tools “Tips for Traveling Abroad” in registration materials or in

confirmations Distribute map to all attendees with emergency

procedures Key staff emergency training Instructional safety signs (should be provided by the

venue)

Preparedness and Training Venue inspections Could include things like CPR and first aid Drills and exercises to allow trained people to practice

skills in a simulated emergency Determine ahead of time what equipment is needed

o What if there’s a power outage? A back up generator?

Contracts Contracts are risk management tools – they contain legal

and financial consequenceso Force majeure clauses - e.g. allowing a group to

terminate a contract without liabilityo Cancellation - e.g. group may have to pay a

cancellation fee for failing to hold the meeting

Mitigation Strategies Reduce the probability that an emergency will occur Reduce the consequences if it does.

o Deciding not to conduct a certain activityo Changing the location or time of a meetingo Purchasing equipment to improve responseo Contract provisions, insurance, hiring specialists (eg

security personnel or medical staff to train and be on call)

Planning a Meeting in a Foreign Country Take advice from the locals (embassies, NTOs, CVB,

PCO, DMC) Identify unique risks (e.g. food allergies) Review crime statistics Warn attendees about local traffic conventions Understand the variances in health and safety

regulations (e.g. kitchen hygiene, fire codes) Consider hiring an interpreter to assist with language

difficulties and emergency services

CMP Text Sources

Tyra W. Hilliard, JD, CMP

Associate Professor

Department of Tourism and Convention Administration

University of Nevada, Las Vegas

Albert Kemp, FCII

Chairman

Insurex Expo-sure

Consulting the World’s Business Events Industry

:

Thank You