LECTURE GUIDE

INTRODUCTION TO MICE

MANAGEMENT

1 | INTRODUCTION TO MICE & E V E N T S M A N A G E M E N T

Compilation of lectures. College of Hospitality & Institutional Management (CHIM)
 UNIT OF COMPETENCY: DEVELOP RISK MANAGEMENT PLAN
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CHAPTER VII: EVENT RISK MANAGEMENT

Learning Objectives:
1. Identify related risks in events.
2. Analyze risk related to events.
3. Develop a risk management plan.

INTRODUCTION

Whether you are the event planner for MICE, a wedding and or Olympic games, according to risk
management and safety expert Dr. Peter Tarlow, author of Event Risk Management and safety (2002),
“All events carry two risk 1. The risk of a negative occurrence both on site and off site, and 2. The
negative publicity that comes from this negative occurrence”.

Remember whenever we bring people together, there is an element of risk. Event management
includes preparing the best that could happen, as well as the worst. The best way is to identify what
could go wrong, eliminate or minimize the chances of this occurring and be prepared in case the
problem persists.

Ensuring the safety (protection of people from harm) and security (protection of property from
damage or loss) of the convention and event attendees and staff is an important responsibility of the
PCO/PEO and should always be the priority.

Order of priority
1. Safety and security
2. People
3. Property
4. Equipment
5. Venue
6. Proprietary information
7. Investment
Risk Management
is the continuous process of identifying and analyzing the risk that may threaten the
attendees, the organizer, suppliers, the vent itself, and applying the appropriate strategies to
minimize the probability of occurrence and the impact of such risk (convention industry council,
2014).
Hazard. Is something that has the potential to cause harm or injury to people, or loss or damage to
property. Hazard could be physical. Biological, chemical, ergonomic and psychosocial.

Risk. Refers to the possibility that something, an emergency, crisis or disaster may o r may not occur.

2 | INTRODUCTION TO MICE & E V E N T S M A N A G E M E N T

Compilation of lectures. College of Hospitality & Institutional Management (CHIM)
EMERGENCY
sudden, unexpected, or threatening situation that may Criminal activity
cause injury, damage to property or even loss of life Disrupting a large portion of the event
Explosion
Flooding
Hazardous Material Spill
Major weather incidents
Power outage
Fire
Terrorism
Medical emergencies
CRISIS
Critical situation which may turn into a disaster or Acts of Terrorism
catastrophe if not handled in an appropriate and timely Civil Disorder or Political Violence
manner. Communicable Diseases
Confidential Information Breach
Food Borne Illness or Poisoning
IT Infrastructure Failure
Major Fire
Missing Person, Kidnapping, Hostage taking
Natural Disaster
Travel Transport Accident
Violent Crime
VIP Adverse Incidents
DISASTER
Is a situation that exceeds normal response capabilities,
thus requiring the use of assets beyond a jurisdiction’s
scope of resources.

Organizers normally would do a risk management plan on the following major categories of concern:

o Safety and Security – Basic Safety Precautions & Special Security

o Medical Emergencies and other types of Emergencies
o Weather disturbances
o strikes and protests
o Crowd Control

Basic Safety Precautions – there is need to do a comprehensive site inspection of every facility
that participants, staff will use. This includes the hotel (place where attendees will be staying), the
venue, conference rooms, exhibition hall and other places that will be visited during the conference
or exhibition proper. It is the responsibility of the PCO/PEO to be aware of all the hazards that can
harm the attendees. Specific attention should be given to fire exits, escape routes, fire prevention
equipment, alarm systems, placement of security personnel and lighting in public areas.

3 | INTRODUCTION TO MICE & E V E N T S M A N A G E M E N T

Compilation of lectures. College of Hospitality & Institutional Management (CHIM)
 Aside from providing protection for meeting rooms and exhibit area, the organizers should also
give notices or advises on their foreign participants on how to protect themselves when in another
foreign land.

Special Security Issues – Organizers should look into other potential threats like terrorist attacks
and other forms of violence and disruption.

Medical Emergencies – issues concerning health should be given special attention by organizers.
Medical bulletins, special health requirements, information on medical and dental facilities should
be made known to the participants. It is advisable also to assign a stand by paramedic/on-site
medical terms for emergency situations.

Weather disturbances – weather conditions should be monitored by organizers.

Strikes and Protests - if you know that you will be faced with this kind of risk, make sure that
you request assistance from local authorities.

Insurance – a lot of potential risks that can disrupt and event has been mentioned in this
chapter. There is insurance available to lessen the liability and financial loss related with every one
of the possible disturbance or emergencies. You should consult with an insurance company should
you need to be covered for such a threat.

Crowd Control – when people are grouped together, the crowd takes a personality of its own.
Event Planners must keep this in mind and prepare for crowd control.

UNSAFE CROWD MOVEMENTS

CROWD CRUSH – is caused by the compression of CROWD CRAZE – crowd pressure is caused by
a crowd from a big space to a smaller and smaller over-excitement, a competitive rush or push of a
area. crowd towards a person or object.
CROWD SURGE – is the compression of a crowd CROWD COLLAPSE – Happens when the people at
towards a direction the front of the crowd rush forwards causing some
of them to trip and fall. Those coming from the
rear stumble over those who have fallen and fall
on top of them.
CROWD PANIC
refers to the out-of-control movement to escape. Oftentimes, those who have fallen in the way are
trampled over.

PREVENTIVE PLAN
A plan to prevent safety violations and accidents from happening.

CONTIGENCY PLAN
A plan which will minimize the effects of these problems in case these still do happen despite
preparations made to prevent them.

4 | INTRODUCTION TO MICE & E V E N T S M A N A G E M E N T

Compilation of lectures. College of Hospitality & Institutional Management (CHIM)
 CRISIS MANAGEMENT PLAN
In case the situation escalates to full-blown crisis. Create a Crisis Response Team (information
gathering, Liaison, Logistics and Spokesperson)

SECURITY TEAM. A team of security that is responsible for property protection and maintaining safe
and secure event environment. Security may be in the form of 1. Hired uniformed or non-uniformed
personnel who may or may not carry weapons 2. Equipment and technology which may be high or low
tech.
Typical security functions are access and admission control, asset and property protection, behavior
and crowd, escorting, enforcement, evacuation, surveillance, incident response, event staff, guests,
vendor and public safety and VIP Protection.

CYBERSECURITY. It is very important issues with respect to securing classified information in events.
Events and event attendees may become the victim of scams and cyberattacks. Protecting event
attendees from loss of personal or proprietary information by way of electronic interception should be
given too much consideration.

WAIVER OF ABILITY. Is a legal document that a person signs before he or she participates in an
activity to acknowledge the risk involved?

DATA PRIVACY PROTECTION. It is the policy of the State to protect the fundamental human right of
privacy, of communication while ensuring free flow of information to promote innovation and growth.
The State recognizes the vital role of information and communications technology in nation-building and
its inherent obligation to ensure that personal information in information and communications systems
in the government and in the private sector are secured and protected. whereby the data subject agrees
to the collection and processing of personal information about and/or relating to him or her. Consent
shall be evidenced by written, electronic or recorded means. It may also be given on behalf of the data
subject by an agent specifically authorized by the data subject to do so.

5 | INTRODUCTION TO MICE & E V E N T S M A N A G E M E N T

Compilation of lectures. College of Hospitality & Institutional Management (CHIM)