EVT802 Risk Management for Events
TOPIC 4: RISK MANAGEMENT PLANS (2 of 3)
2023 Term 3; Week 5
Ruth Friedmann, Lecturer, Events – Post Graduate
Wednesday 4 October 2023; 1515 – 1815 hrs
CCS_001 and ONLINE DELIVERY
ICMS acknowledges Aboriginal and Torres
Strait Islander Peoples as the Traditional
Custodians of the Land, River and Sea.
We acknowledge and pay our respects to
Elders; past, present and emerging of all
Nations.
The ICMS City Campus is situated on the land of the Gadigal clan,
which is coastal area spanning from Port Jackson to Petersham,
one of 29 clans in what is known as the Eora Nation.
Today:
Part 1: Recap!
Part 2: Risk Management Plans (2 of 3)
Part 3: Assessment Preparation
Assessment 1 online discussion continues ; Unpack Assessment 2
Today’s Outcome for you...
1. (continued)…ability to understand the role and processes of
Risk Management Plans; identify and apply key inclusions
as applied to the events context
2. Theory and Key Concepts : Risk Management Plan Part 2
1. Categories of risks
2. Risk Register and Matrix
3. (Part 3) Management Plans – treating the risks
3. Assessment Preparation - This content will assist you in
completing Assessment 2
PART 1: Recap!
Topic 1: Introduction to Risk Management and Events
− Case study examples: Redbull Flugtag; City to Surf; Bass Coast Music Festival
− Categorising risk
− Definitions: Risk Management
− Key Legislation and Industry Standard (AS/NZS31000:2018; WHS Act 2011; Regulation
No. 10)
− Duty of Care
Topic 2: Legal Environment and Framework
− Legal Environment & Framework for Events
− Key legislation - Laws, Regulations and compliance
− Industry Standards
− Authorities, Agencies and Statutory bodies
− Codes
− Contracts
Recap!
Topic 3: Liability & Insurance; Risk Standards
Liability
• Breach of contract; Limitation of Liability; Case study examples; Protection
from liability
Insurances
• Importance; Types; Public Liability; Workers Compensation; Compliance
Risk Standards
• International Standards and ISO Organisation
• Importance of implementing risk management per the standard
31000:2018 Risk Management
• Benefits
• Framework
• Process diagram
• 8 Principles of Risk Management Standard
• Application to events
Recap!
Topic 4: Risk Management Plans (1 of 3)
• What is a risk management plan?
• Key responsibilities
• The writing and contribution plan
• Compliance: Legislation and standards required
• Potential consequences
• Key Inclusions- Content Part 1 (A2)
− Scope and overview
− Methodology and process
− Stakeholders
− Supporting plan and docs
− Key insurances
• Example Event Risk Management plans review and critique
Recap!
PART 2: Risk Management
Plans (2 of 3)
Where are we so far?
Standards Australia (2018, p. 4)
Risk Impact Graph
What’s your plan? (Part 2)
Risk Management Plan: Key
Inclusions
Part 1: Risk Management Plan
• Scope and overview
• Methodology and process
• Stakeholders
• Supporting plan and docs
• Key insurances
• Other?
How can establishing the context of
an event impact the identification of
risks for that event?
The level of risk will be increased or decreased by the context (the
circumstances)- thus your solutions will be different.
The context also provides the Scope for your Risk Management plan
Understanding and making clear who your attendee is will alter the risks
associated with that event.
You need to be clear about the market segment and customer group
traits .
• To make an informed risk assessment what do you want to know
about your attendees? (Don’t forget performers, volunteers and staff
risks as well!).
• Season/ time/ day/ duration/ location
• Event typology
• Size and scale
• Organisational structure
• Team + Stakeholders + Contractors and
Suppliers
• Activities and level of participation
• Level of expertise needed (or special skills
to avert risk e.g. able to swim)
• Food
• Alcohol
• Other inclusions – animals, fireworks,
special effects?
• Geographical terrain – hilly, flat
surface, water
• Fixtures and fittings – stairs,
balconies, air-con
• City or rural setting
• What country – level of facilities and
services
• Sound impacts
• Weather impacts
• Outdoor/ indoor
• Other?
Key considerations when
establishing context…
Activity! Event risk assessment
and management
Desktop Research:
1. Visit https://www.nsw.gov.au/departments-and-
agencies/premiers-department/community-
engagement/event-starter-guide/risk-assessment-
management
2. Identify the types of risks that can be included in events
3. Attempt to categorise the risks according to the list of
categories provided in Week 4

Risk Management Plan: Key
Inclusions
Part 2: Risk Register
• Risk Matrix
• Risk Register
• Categories of Risk
• Other?
What is a Risk Register?
• Outlines all of the anticipated risks for the event
• Analyses and rates the likelihood and consequences
• Determines if the risk is acceptable or unacceptable
• Records the control options e.g. substitute, isolate etc.
• Provides a new risk rating after control options put in place
• Assigns responsibility to stakeholders – staff, suppliers, volunteers etc
What is a Risk Register?
A Risk Register tool that helps identify and assess risks in terms
of likelihood and consequences, and to determine appropriate
responses and actions to manage these risks.
• Forms part of the Risk Management Plan
Consultative Dynamic Cyclical
Why is a Risk Register
important?
Demonstrates compliance! You will need to create a risk register for
your project event as part of meeting your:
• Professional standards (following ISO31000:2018 process)
• Legal Compliance (demonstrating Duty of Care under WHS Act
2011)
What is a Risk Matrix?
Determining the level of risk
By determining the level of risk, event organisers can prioritise
risks to ensure systematic elimination or minimisation.
In order to determine a risk rating consider:
• the consequence - what will happen, the extent of harm; and
• the likelihood - chances or possibility of it occurring.
Risk assessment
• The process of estimating the potential effects or harm of a hazard
to determine its risk rating.
• By determining the level of risk, event organisers can prioritise
risks to ensure systematic elimination or minimisation.
Risk Rating
• In order to determine a risk rating consider:
‒ the consequence - what will happen
‒ the extent of harm
‒ the likelihood - chances or possibility of it occurring.
What items should be included
In a risk register?
Control: In order to control the risk we need to work out the best method of
handling the risk.
‘Hierarchy of Controls’, to see if you can eliminate or reduce the risk.
• Elimination – by removing the hazard entirely through new design or
implementing a new process
• Substitution – by replacing hazardous materials or methods with less
hazardous alternatives
• Engineering – by isolating, enclosing or containing the hazard or through
design improvements
• Administrative – by ensuring safe operating procedures are in place,
and that effective training, induction and monitoring is available to all in
the workplace
• Personal protective equipment (PPE) – by making sure that
appropriate safety equipment, such as gloves, hats, sunscreen etc are
available.
What items should be included
in a risk register?
How should a Risk Register be
conducted?
• Risks should be carefully analysed and then rated according to
likelihood and impact.
• Control measures should then be developed to reduce the
likelihood of risks occurring.
• Comparing the benefits and costs will help you decide your
mitigation strategies.
• Focus on risks that have significant impacts or consequences.
Process
1. Identify Risks
2. Analyse Risks
3. Evaluate Risks
4. Control Risks
• Communication and
Consultation
• Monitor and Review
• TOOL – Risk Register
How should a Risk Register be conducted?
What are some sources of Risk
for Events?
Uncontrolled risk: something you can not prevent nor take
insurance against
Controlled risk: something you can influence by insurance,
reducing the likelihood of occurrence or reducing the impacts on
your business
INTERNAL
• Reputation
• Human capital
• Operational
• Technological
• Financial
• Strategic
• Other?
EXTERNAL
• Supply lines
• Competition & marketplace
pressure
• Force Majeure
• Political and legislative
• Socio-cultural
• Technological
• Other?
What are some sources of Risk
for Events?
Categories of Risk (from topic 4)
• Business & Finance
• Compliance
• Crowd Management & Misdemeanor
• Employees
• Environmental
• Financial
• Health, hygiene & safety
• Medical
• Operational
• Political & Economic
• PR & Communication
• Production & Performance
• Site & Structure
• Strategic
• Other?
Some General business risks?
• Injury to employees or customers
• Machinery failure
• Theft or breach of security
• Legal - fraud or litigation
• Customer dissatisfaction
• Unfavourable publicity
• Operational delays – EG: supplier probs.
How can you identify risks?
Information gathering techniques:
Non-existing data
• Interviews
• workshops
• discussion
• Stakeholder consultation
• Audits of operational activities
• Monitoring of projects and
operations
• Investigations eg: competitor
activity, incidents
Existing Data
• Existing external data tools or
templates
• Industry Surveys
• Industry association articles
• Journals
• Media reports
• ABS
• Other Government agencies eg:
• Workcover
Activity! Risk Register
• In groups, open the Event Operations Risk Assessment
Worksheet (ICC Sydney) https://iccsydney.com.au/wp-
content/uploads/2023/05/iccsydney-risk-assessment-
worksheet-1.pdf
• Review and Critique the Risk Register and Risk Matrix and
discuss the key inclusions, what worked well and how it could
be applied to your event.

Teamwork is imperative - everyone brings different experiences and
knowledge.
Risk management is about ensuring buy-in from all eyes ‘on-the-
ground’.
1. Identify hazard
2. Assess level of risk
3. Determine Controls (Accept / Avoid / Reduce)
How to conduct a Risk Register?
How to do a Risk Register
1. Identify all foreseeable risks
2. Rate their physical consequence should the risk occur
3. Review current strategies (controls) for eliminating this risk
4. Assess the risk (likelihood, consequence and rating)
5. Accept or reject risk
6. If rejected assess further controls
7. Assign strategies to relevant and appropriate persons
8. Review
Risk Register Process
1. Identify Risks (category type)
2. Identify Stakeholders affected
3. Identify Who is responsible
4. Identify the Consequence (without any controls in place)
5. Assess the Level of Risk (without any controls in place)
6. Identify the Treatment Option (Accept/ Avoid/ Reduce)
7. Identify Pre-Control Rating
8. Determine Controls to put in place
9. Identify Post- Control Rating
How to use the Risk Matrix
A Risk Matrix is a tool that assists you to identify :
1. Categories and types of risk
2. Consequences and likelihood of risks
3. Ratings of each risk
4. How to treat the risk (Accept, Avoid, Transfer or Reject)
5. Who is responsible for each risk
Risk Matrix
A Risk Matrix is comprised of:
1. Legend
2. Ratings
3. Treatment Options
4. Risk Register
Legend
L LOW RISK Manage by routine procedures
M MODERATE RISK Management responsibility must be assigned and specified
H HIGH RISK Senior management attention needed
E EXTREME RISK Immediate action required
Risk Matrix (example legend)
Ratings
Likelihood Consequences
Insignificant Minor Moderate Major Catastrophic
1 2 3 4 5
A (Almost Certain) H H E E E
B (Likely) M H H E E
C (Moderate) L M H E E
D (Unlikely) L L M H E
E (Rare) L L M H H
Risk Matrix (example ratings)
Treatment Options
1. Accept Risk
2. Avoid Risk
3. Transfer Risk
4. Treat (Reduce the Likelihood or consequence )
Risk Matrix (example Treatment
Options)
Categories of Risk
• Business & Finance
• Crowd Management & Misdemeanour
• Cultural
• Environmental
• Health & Hygiene
• Medical
• Political
• PR & Communications
• Production & Performers
• Security
• Site & Structure
• Weather
Other?
CATEGORY:
PRE- CONTROL POST- CONTROL
Risk
No.
Risk Likelihood
(Almost
Certain
Likely
Moderate
Unlikely
Rare)
Consequence
(Insignificant
Minor
Moderate
Major
Catastrophic)
Pre-
Control
Rating
Treatment
(Accept
Avoid
Transfer
Treat)
Controls Likelihood
(Almost
Certain
Likely
Moderate
Unlikely
Rare)
Consequence
(Insignificant
Minor
Moderate
Major
Catastrophic)
Post-
Control
Rating
Staff
Member
Responsibl
e
Deadlin
e for
Review
1
2
3
Risk Register (example template)
Activity! Risk Register
Your group will be allocated a risk management plan for sport/ concert/
dance party/ cinema/ music festival.
In groups:
1. Review select a category of risk
2. Identify up to 3 x risks per category
3. Attempt to apply the matrix, and add controls to each identified risk (as a
team)
4. Use the template provided or research and create your own!
Share outcomes with class
PART 3:
Assessment Preparation
Individually: (5 minutes)
• Download and read through brief and assessment rubric
• Make note of assessment requirements
2. In groups:
• Share your understanding of Assessment 2 requirements
• Share your findings to class (Q & A)
Take 5! Unpack Assessment 2
You must choose a real event - such as a public festival attracting at
least 5000 people- and develop a risk management plan.
Make sure you choose an event that:
1. has available information about the event
2. is large enough for you to write about.
You are welcome to use an event from your own country or city
and/or an event you have worked on.
Assessment 2: Event Selection
Assessment 2: Rubric
Part 1: Key Inclusions
• Scope and overview
• Methodology and process
• Stakeholders
• Supporting plan and docs
• Key insurances
Part 2: Risk Analysis
• Risk Categories
• Risk Register and Matrix
Part 3: Risk Treatment
• Management Plans
• Reporting
Assessment 2: Content
Students will be required to work in small groups and prepare an
analysis of a past event that resulted in a disaster, loss of human
life or other high risk incidents.
Please ask the lecturer for permission to use a specific disaster.
Assessment 3: Group
formations
Next session: TO BE HELD ONLINE
TOPIC: Risk Management Plans (2 of 3): Confirm Layout;
Content (Part 1 and Part 2) begin work on Risk Register
ASSESSMENT PREPARATION
• Continue posting and interacting for Assessment 1 – make comments (4 posts + 2
comments)
• Begin work on Assessment 2
• Layout
• Content
• Risk Register and Matrix
Questions?
Ruth Friedmann
Lecturer, Events – Post Graduate
rfriedmann@icms.edu.au
Thank you