QUEZON CITY UNIVERSITY

QUIZ ASSIGNMENT #1
IN
EVENTSMANAGEMENT

Submitted by:
Basale, Maria Cilena I.
Group # 3
SBENT-3A

Submitted to
Professor Marjorie Daganas

Date Finished
April 17, 2023

Date Submitted
April 27, 2023

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TABLE OF CONTENTS

Risk Management in Event Industry

I. Crisis Communication Plan………………………………… Page 3
II. Insurance and Contracts
i. Insurance ………………………………………… Page 5
ii. Contracts ………………………………………… Page 7
III. Responsibilities of events managers
to event participants……………………………………….. Page 9

Managing Contractors for Indoor Events

I. Event Operational Requirements…………………………… Page 10
II. Outsourcing and Monitoring Contractors………………….. Page 11

References……………………………………………………… Page 12

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A. Risk Management in Event Industry

I. Crisis Communication Plan

A crisis communication plan is the prepared scenario document that

organizes information into responsibilities and lines of communication prior
to an event. With a plan in place, if an emergency arises, each person
knows his or her role and responsibilities from a common reference
document. A clear understanding of duties and responsibilities for an
effective and timely reaction can improve overall effectiveness.

Types of crises
Potential crises, according to Ready.gov, an official website of the U.S.
Department of Homeland Security, include:

 Natural disasters such as hurricanes, earthquakes, tsunamis and volcanos;

 Other severe weather events such as flooding, blizzards and droughts;
 Biological hazards such as foodborne illnesses and pandemics;
 Accidental human-caused events such as fires, explosions, building or
structure collapses, and hazardous material spills;
 Intentional human-caused events such as robberies, violence and arson;
and
 Technology issues such as outages and cyberattacks.

Crisis management planning spans preparation, development of processes,

and testing and training.
An effective CMP should tackle the following initiatives:
1. Identify crisis management team members.
2. Document what criteria will be used to determine if a crisis has occurred.
3. Establish monitoring systems and practices to detect early warning signals
of any potential crisis situation.
4. Specify who will be the spokesperson(s) in the event of a crisis.
5. Provide a list of key emergency contacts.
6. Document who will need to be notified in the event of a crisis and how that
notification will be made.
7. Identify a process to assess the incident, its potential severity and how it
will impact the building and employees.
8. Identify procedures to respond to the crisis and emergency assembly
points where employees can go.
9. Develop a strategy for social media posting and response.

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10. Provide a process for testing the effectiveness of the crisis management
plan and updating it on a regular basis.

There are several key elements to a CMP. According to business continuity

and disaster recovery (BC/DR) expert Paul Kirvan, a crisis management plan
should include:
 an outline of the purpose, scope and goals of the plan;
 an evacuation plan;
 a crisis response strategy that develops a framework to manage the crisis;
 contact information, including lists of staff, vendors and law enforcement;
 media management;
 crisis procedures that define specific responses to a variety of incidents;
and
 integration with other emergency plans.

The plan should include four elements:

1. Crisis communication team members with contact information

2. Designated spokesperson
3. Meeting place/location
4. Media plan with procedures

A crisis communication team includes people who can

1) Decide what actions to take,

2) Carry out those actions,
3) Offer expertise or education in the relevant areas.

The importance of a crisis communication strategy

Communication is key to getting through a crisis because it keeps all

the necessary players, ranging from a single office to a global audience,
informed. As the crisis develops and evolves, the organization should update
its communications.
During a crisis situation, employees look to management for leadership
and guidance. Without the proper communication, people may speak or act
erroneously. Lack of communication could also cause a safety issue.
An organization should designate a crisis communications team. All
communications should be clear, concise and truthful. For the sake of speed,
an organization could proactively draw up a template with potential scenarios,

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designate the appropriate channels for communication and then plug in the
necessary information if the actual incident occurs.

By appointing a spokesperson ahead of time, your team can meet the

inevitable need for information in a proactive manner. People will want to
know what happened and where they can learn more about the catastrophe.
A lack of information generates rumors, which can exacerbate an already
terrible situation. The selected spokesperson should be well-versed in the
organization's mission and principles, as well as comfortable in front of a
microphone, camera, and media spotlights.

Where you will gather to coordinate communication and activities should be

a part of your communication crisis plan. Depending on the size of your
firm and the type of facilities where you do business, the company may
create an emergency plan that includes egress routes, hazardous materials
procedures, and policies for dealing with bomb threats, among other things.
Safety, of course, is the priority, but in terms of communication, the goal is
to eliminate confusion about where people are and where information is
coming from.

Enable your spokesperson to have access to the place you indicated as

your crisis contingency location to coordinate communication and activities,
and allow that professional to prepare and respond to inquiries. When crisis
communication is handled in a professional manner, it seeks not to withhold
information or mislead, but to minimize the “spin damage” from the incident
by providing necessary facts, even if they are unpleasant or even tragic.

Because crises are bound to happen despite the best planning, every
organization should have a crisis communication plan, which includes
designating a crisis communication team and spokesperson.

II. Insurance and Contracts

i. Insurance

Insurance is an agreement represented by a policy, under which an

individual or corporation receives financial protection or payment from an
insurer in the event of a loss. The company pools clients' risks to make funds
available to pay for the claims.

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Importance of Insurance
Insurance is important for the following reasons:

Spreads Large Risks

The insured's risk of loss is transferred to the insurer through insurance.
The underlying premise of insurance is to distribute risk among many
individuals.
Provides Financial Safety and Security
Insurance gives policyholders peace of mind and protection from
catastrophic losses.
Generates Long-Term Wealth
Insurance companies invest the premiums in a variety of assets, such
as stocks, bonds, and real estate, which generate additional income that can
be used to pay claims
Builds Economic Development
The insurance industry produces revenue from premiums paid by
millions of policyholders.
Provides Support During Medical Emergencies
Insurance gives the policyholder access to quality medical care without
worrying about the cost.

Components of Insurance

Premium
A policy's premium is the amount you pay your insurer regularly to
maintain coverage. You may be able to pay your premiums monthly, quarterly,
semiannually, or annually depending on your insurance provider and coverage.
Policy Limit
The policy limit is defined as the maximum obligation of an insurance
company for damages covered by the policy. It is determined based on the
insurance period, loss or damage, and other equivalent factors.
Deductible
A deductible is the amount or proportion of a claim the insured agrees
to pay out of pocket before the insurer begins to pay. The insurance company
is solely responsible for paying the claim amount if it exceeds the deductible.

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Types of Insurance
 Life Insurance
 Health Insurance
 Long-Term Disability Insurance
 Homeowner's Insurance
 Auto Insurance
 Travel Insurance

ii.Contracts

A contract is an agreement between two parties that creates an

obligation to perform (or not perform) a particular duty.

Event planning contracts protect both parties in a variety of ways. A

legal contract requires all parties concerned to agree in writing on a set of
terms and conditions. Most event planning professionals, such as party
planners, wedding planners, and corporate event specialists, recognize the
significance of event planning contracts.

What to Include in an Event Planning Contract

When drafting your event planning contract, be sure to include:

A list of services being provided

 The agreement should state clearly what services are supplied and what
those services are.
 Services that are not properly specified may be misconstrued, resulting in
unsatisfied expectations.
 Catering, on-site event workers, marketing, and audio/visual equipment
may be provided, but it is vital to indicate which services are not included.
 List these tasks explicitly in the contract so that the client understands
which services you will and will not provide.
 Use wide contract language to shield yourself from performing a service
outside of your comfort zone.
 Describe the vendors you're working with and the services they offer.

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Payment schedule

 In the event planner contract, include all payment information.

 Outline an approximate budget for the event to give the client a rough idea
of what to expect.
 Don't worry about getting too specific with estimations because you may
always renegotiate the budget later.
 In the contract, specify the initial deposit due date and state that no work
will commence until the deposit is received.
 Indicate the date by which the final payment must be received in order to
deliver services.
 Your payment schedule should be tailored to your company's and cash
flow requirements, including any additional fees and taxes.

Cancellation term

 Including a cancellation clause in your contract ensures that you are

compensated if the event host must cancel or back out of their plans.
 Any costs or deposits made up until the cancellation are nonrefundable,
according to cancellation restrictions.
 These clauses secure your income and reduce the possibility of a client
canceling, especially when there is a lot of money at stake.
 These clauses should specify what constitutes a valid event cancellation
and the amount of time the customer has to cancel before being charged
the entire price.

Termination clause

 A termination clause, often known as a force majeure clause, provides a

planner with legal rights if the services are canceled for reasons beyond
their control.
 Under certain extreme conditions, this paragraph gives the planner the
authority to cancel all obligations and services.
 The clause must specify which situations are covered, who has the power
to cancel services, and what occurs if services are canceled.

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Indemnification clause

 This clause protect the event planner from legal prosecution as a result of
client negligence.
 A customer cannot hold you or your planning firm liable for damages,
injuries, or losses caused by their acts under this condition.

Cancelation-by-you clause

 In some situations, the event organiser may wish to cancel the contract
halfway through.

 This section should indicate instances under which you may choose to
withdraw, such as unreasonable last-minute requests or a lack of staff
members.

 If you cancel, make accommodations for the client, such as locating a

third-party planner or refunding deposits.

III.Responsibilities Of Events Managers To Event Participants

Event planners and organizers plan and organize promotional, corporate, and
social events.They are in charge of organizing a variety of events, ensuring
that the target audience is engaged and that the event's message is
adequately promoted.

As an event manager, you must:

 Create thorough event proposals including timelines, venues, suppliers,

legal duties, staffing, and budgets.
 Coordination of all operations
 Lead the event's promotional operations.
 Oversee all personnel such as event coordinators, caterers, etc.
 Investigate venues, suppliers, and contractors before negotiating rates and
hiring.
 Collaborate with the sales and marketing departments to publicize and
promote the event.
 Manage all pre-event planning, including the organization of guest
speakers and delegate packs.

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 On the day of the event, coordinate suppliers, answer client inquiries, and
troubleshoot to ensure everything works successfully and under budget.
 Plan parking, traffic control, security, first aid, hospitality, and media
facilities.
 Ensure that all insurance, legal, health, and safety requirements are met.
 Oversee the event's disassembly and removal, as well as the efficient
clearing of the venue

B. Managing Contractors for Indoor Events

I. Event Operational Requirements

Event Operations is the department responsible for co-ordinating and

integrating all other operations within an event and its associated venues.
Our event operations managers are given the job to assist event organisers,
host cities and organising committees to plan and deliver your successful
event and it requires knowledge, expertise and a sound understanding of all
functional areas of the event.

The operational viability of event concepts and ideas needs to be

considered before significant resources are devoted to the event.This
screening process takes account of key operational elements to avoid
expending significant time, energy and money on an event that is not
viable.The screening process requires attention to detail and generally
involves walking through the whole event process and critically examining all
operational elements.

Other operational requirements are:

 Preparation of a Site Plan that factors in access and egress for emergency
services
 Development of a Transport and Transport Management Plan
 Letterbox drops to advise the local community of forthcoming events of
scale
 Adherence to essential food safety standards\
 Compliance with fire safety measures
 Submission of applications for POPE (Places of Public Entertainment)
approvals, 15 days prior to the event

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II. Outsourcing and Monitoring Contractors

Outsourcing is a business strategy of engaging a third party to perform

services or generate commodities that were previously performed in-house by
the company's own employees and personnel. Outsourcing is a method that is
commonly used by businesses to save money. As a result, it has the potential
to effect a wide range of occupations, from customer service to manufacturing
to the back office.

An organization can employ an independent contractor to plan, organize, and

manage the entire event or just a portion of it. For example, the organization
could hire a person or company to handle event promotion, construct and
operate sound systems, or offer catering. Indeed, an organization can hire a
specialized event manager, who can then subcontract work to other
individuals or firms, or who can work solely with the organization's volunteers
to provide leadership, training, and troubleshooting.

Advantages of using a contractor

The key benefit of engaging contractors is the skills they bring with them.
Organizational committees may believe that a specific event necessitates
knowledge and/or assets that the organization lacks. The contractor may also
have crucial contacts that can help with obtaining sponsorship and finance,
trucks and equipment, promotional services, or other event components.

Disadvantages of using a contractor

The primary disadvantage of hiring contractors is that you must pay them; yet,
using contractors is often less expensive than hiring an employee. A
contractor leaves as soon as the event is over, whereas an employee remains
on the job. Of course, it is far less expensive if the organization can recruit
volunteers to do the labor or sponsors to contribute the assets, but this may
not be achievable for all event components.

A additional drawback is that the organization committee may not be able to

direct how a contractor performs their duties. However, if the correct
contractor(s) is/are hired, this is not such a disadvantage.

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REFERENCES :

Mallet, L., Vaught, C., & Brinch, M. (1999). The emergency communication
triangle. Centers for Disease Control and Prevention, National Institute for
Occupational Saftey and Health, U.S. Department of Health and Human
Services. Pittsburgh, PA: Pittsburgh Research Laboratory. :
https://open.lib.umn.edu/businesscommunication/chapter/17-3-crisis-
communication-plan/

Crocetti,Paul .April 2020.crisis management plan (CMP).

https://www.techtarget.com/searchdisasterrecovery/definition/crisis-
management-plan-CMP

Tamplin, True.02 February 2023.Insurance.

https://www.financestrategists.com/insurance-
broker/?gclid=CjwKCAjw3POhBhBQ

Up counsel.06 November 2020. https://resources.workable.com/event-

manager-job-description

Event planning group. 2014.

https://www.eventplanninggroup.com/services/event-operations

Hodge, Griselda.2016.Event Staging and Venues.

https://slideplayer.com/slide/5284641/

Isaac, Leo.Event Management: Use of contractors.

http://www.leoisaac.com/evt/top310.htm

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