Risk Management Of High Profile Risk Management Of High Profile Public EventsPublic Events

Tour de FranceTour de France

Stage 1 – Canterbury FinishStage 1 – Canterbury Finish

8 July 20078 July 2007

Tour De France Stage 1Tour De France Stage 1ObjectivesObjectives

Tour De France Stage 1Tour De France Stage 1Strategic RisksStrategic Risks

Tour De France Stage 1 Tour De France Stage 1 Contractual RelationshipsContractual Relationships

Transport For LondonTransport For London

Opening Ceremony 6 July 2007Prologue Stage 7 July 2007

First Stage 8 July 2007

Amaury Sport OrganisationAmaury Sport Organisation

Tour De France OrganisersThe Race

Kent County Kent County CouncilCouncil

The RouteCrowd

Management (Route)

Medway Medway CouncilCouncil

The RouteCrowd

Management

Canterbury Canterbury City CouncilCity Council

Finish Zone

InnovisionInnovision

Event Organisers(London)

Pennine EventsPennine EventsCrowd Management (Route)

Canterbury High SchoolCanterbury High SchoolThe Permanence

Tour De France Stage 1Tour De France Stage 1PartnersPartners

Key PartnersKey Partners

Kent HighwaysTransport For London

InnovisionASO

PoliceBritish Transport Police

Fire & RescueAmbulance ServiceKent & Canterbury

Hospital

Other PartnersOther Partners

NHSSocial ServicesPennine EventsMid Kent Water

TranscoCanterbury High School

Suppliers

StakeholdersStakeholders

Elected MembersResidents

Local BusinessFunding Partners

Sponsors

Tour De FranceTour De FranceStage 1Stage 1

8 July 20078 July 2007

Tour De France Stage 1Tour De France Stage 1Managing Risk Managing Risk

The Key DecisionsThe Key Decisions

Tour De France Stage 1Tour De France Stage 1CCC Planning GroupsCCC Planning Groups

The Finish Line The Finish Line Planning GroupPlanning Group

AKA – The Bronze GroupAKA – The Bronze Group

The Safety GroupThe Safety Group

Commercial Health ManagerProject Leader

Project ManagerEvents Manager

Health & Safety OfficerRisk Management Officer

Procurement Officer

The Supports Events GroupThe Supports Events Group The Stakeholder GroupThe Stakeholder Group

Tour De France Stage 1Tour De France Stage 1Working with PartnersWorking with Partners

Tour De France Stage 1Tour De France Stage 1Risk AssessmentsRisk Assessments

Risk Risk DescriptionRisk

DefinitionLikelihood

(1-5)Impact

(1-5)Score

(Out of 25)Key Document &

ControlResponsibility

Loss of Public Confidence

With any public event, the council's ability to organise is on public display. Success or failure is therefore public. The TdF is a high profile international event, therefore any corresponding success or failure will be equally high profile.

Strategic & Operational 3 5 15

Project Plan should reduce the risk likelihood but

potential risk impact is likely to remain

high.

All

Project ObjectivesLack of clarity over the project objectives leading to unrealistic targets.

Strategic 3 3 9 Project ScopeTdF Project

Team

Low AttendanceLower than expected visitor numbers. Local residents fear severe traffic congestion and stay home.

Strategic & Operational 3 3 9

Marketing & Transportation Plan

TdF Project Team

Higher Than Expected Attendance

Higher than expected attendance resulting on a severe strain on operational resources and local infrastructure.

Strategic & Operational 3 4 12

Safety Plan & Transportation Plan

Safety Planning Group

Failure to Exploit Business Opportunities

Failure to meet local business objectives.Strategic & Operational 1 3 3

Consult with local businesses about their expectations

and concerns.

Stakeholder Group

Congestion

Traffic congestion must be expected. The project goal must be to anticipate this, attempt to alleviate in advance where possible, put into place arrangement to react to problems on the day and ensure that gridlock does not occur.

Strategic & Operational 3 4 12

Transportation (Parking) Plan & Marketing Plan

CCC/Highways/Police

Logistics

CCC resources placed under strain by preparing for this event, continuing to provide normal services or undertaking other activities.

Strategic & Operational 5 4 20

Need to rationalise other planned

activities to allow appropriate focus on

this event.

CCC

InformationFailure to record actions at the time or keep records and information that could be used for future events.

Operational 2 2 4 Project Plan TdF Project

Team

Staff ContinuityFailure to manage the absence or loss of staff during the course of planning and carrying out the event.

Operational 2 2 4External Project Manager To Be

Appointed

TdF Project Team

Project Risks - risks specific to the project, the project planning process and the project objectives

Principal Risk - the main overriding risk and outcome to avoid

Organisational Risk - risks arising from the process of organising the event

TdF Contract

CCC is one of several partners in the TdF project. This can often lead to lack of clarity over responsibility for delivery of part of the project and cost allocation.

Strategic 2 3 6 TdF Contract Project Manager

ContractorsCCC will be highly dependant on contractors to help deliver its role in the main race event or the CCC organised support events.

Operational 3 5 15 Event Plan Project Manager

LitterFailure to keep the main site and subsidiary sites clean of litter.

Operational 2 2 4 ESS Plan ESS

Hazardous WasteFailure to correctly dispose of hazardouswaste.

Operational 1 3 3 ESS Plan ESS

Ground ImpactSerious damage to the vegetation and grass from holding the event.

Operational 2 3 6 Event PlanSafety Planning

Group

WeatherImpact of adverse weather, heavy rain, windor high/low temperatures.

Operational 2 3 6Risk Assessment &

Safety PlanSafety Planning

Group

Cost Estimates Failure to correctly assess costs at outset. Strategic 5 3 15 Project Plan Project Manager

Budget OverspendFailure to keep track of costs as the project develops.

Operational 4 3 12 Project Plan Project Manager

Financial PlanningFailure to include a variable within predictions for unexpected costs.

Strategic 3 2 6 Project Plan Project Manager

Financial ControlsLack of control over who is allowed to purchase on behalf of the project.

Operational 2 2 4 Standing Orders Project Manager

Cost AllocationLack of clarity between partners over funding commitment and how costs are to be allocated.

Strategic 2 3 6 TdF Contract Project Manager

Contractual Risk - risks assumed under contract or from the operation of a contract

Environmental Risks - environmental damage and weather related risks

Financial Risks - risk related to budget management and financial controls

Risk Assessment Failure to carry out risk assessment. Strategic 1 1 1Risk Assessment &

Safety PlanCCC/TFL

Safety Planning Failure to agree risk controls. Strategic 4 4 16Risk Assessment &

Safety PlanCCC/TFL

Safety RolesFailure to allocate safety responsibilities. Insufficiently robust safety management system.

Strategic 2 3 6Risk Assessment &

Safety PlanCCC/TFL

Safety Operation Failure to implement risk controls. Operational 4 5 20Risk Assessment &

Safety PlanCCC/TFL

Safety Risks - the safety risks related to inadequate planning and operational failures

Tour De France Stage 1Tour De France Stage 1Emergency PlanningEmergency Planning

Contingency RisksContingency Risks

• Threatened Terrorist Attack • Actual Terrorist Attack (conventional)• CBRN Terrorist Attack• Gas Leak• Gas Explosion• Grand Stand collapse• Major Fire (near the race route)• Air Crash• Excessive Heat• Overcrowding

Tour De France Stage 1Tour De France Stage 1The DayThe Day

Tour De France Stage 1Tour De France Stage 1The OutcomesThe Outcomes

Outcomes – CountywideOutcomes – Countywide

• Watched by an estimated two million people along the route

• £37 million income boost for Kent business (KCC estimate)

• Ambulance response times maintained

Outcomes - CanterburyOutcomes - Canterbury

• 81% of residents felt the Tour coming to Canterbury was a good thing only 5% a bad thing – survey by Canterbury Christchurch University

• 94% of residents were aware that the Tour was coming to Canterbury and most awareness was around road closures and route details – Canterbury Christchurch College University

Outcomes - CanterburyOutcomes - Canterbury

• 72% of businesses interviewed felt the Tour coming had been a positive thing and only 11% a negative - survey by Canterbury Christchurch University

• Viewed by an estimated 50,000 people in the Canterbury sector – Kent Police estimates

Tour De France Stage 1Tour De France Stage 1ConclusionsConclusions

ConclusionsConclusions

• High profile events are high risk. High profile events are high risk.

• Risk management cannot be a ‘bolt on’. Risk management cannot be a ‘bolt on’.

• Opportunity to demonstrate the benefits of Opportunity to demonstrate the benefits of risk management. risk management.

• A danger of ‘overselling’ events can be A danger of ‘overselling’ events can be risk in itself.risk in itself.

The EndThe End