RISK MANAGEMENT PLAN

(Guide Only)

(insert name of event and date)

This plan is based upon AS/NZS 4360 Risk Management.

This plan is to be used as a GUIDE only and should not be taken that a copy of this plan will assure compliance with the relevant Australian Standards. This guide was developed to assist persons develop a Risk Management Plan.

PBH/842 - Doc. No. D10/38215

Contents Page
1.0 Introduction and Context

2.0

Definitions

3.0

Stakeholders in Risk Management Plan

4.0

Risk Identification

5.0

Assessing Potential Risks

6.0

Evaluating and Treating Potential Risks

7.0

Risk Action Plan Appendix 1 Appendix 2 Appendix 3 Template of Risk Register Template of Risk Treatment Schedule Template of Risk Action Plan

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1.0

Introduction and Context

The event titled, ____________________________________ is being organised by _________________________________________ and will take place on the __________________________________________. The objective of the event is ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ The context within which this plan has been developed is ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (As an examplethe context within which this plan has been developed is to run the most successful event possible, ensuring at the same time the patrons attending the event are protected from harm, the property and environment are protected from damage and the event provides a positive contribution to the community while enhancing the reputation of the City of Rockingham.)

1.1

Background / Event Scope

(An overview of the event should be provided herewhich creates an image in the readers mind and sets the scene for the rest of the document. The following headings should be used as a guide to describe your event) Background of Event: ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ Detail Activities of the event: ________________________________________________________________ ________________________________________________________________ ________________________________________________________________

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Environment: What is the location/layout? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ Activities requiring permits? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________

1.2

Organisational Details

Organisation coordinating and responsible for the event: Name of individual responsible for organising the event ________________________________________________________________ Contact phone: ________________________________________________________________ Email: ________________________________________________________________ Full name of event: ________________________________________________________________ Date of event: ________________________________________________________________ Setup times: ________________________________________________________________ Location of event: ________________________________________________________________

2.0
Risk

Definitions

The chance of something happening that will have an impact on objectives.

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Risk Assessment The overall process of risk identification, risk analysis and risk evaluation. Risk Management The culture, processes and structures that are directed towards realizing potential opportunities, whilst managing adverse effects. Risk Reduction Actions taken to reduce the likelihood, negative consequences or both, associated with a risk. Risk Treatment The process of selection and implementation of measures to modify risk. Risk Transfer The process of selection and implementation of measures to modify risk. Risk Acceptance Risk acceptance is the acknowledgement that there is a risk and of the consequences that may result, which is accepted.

3.0

Stakeholders in Risk Management Plan

(Detail all agencies, organisations and businesses who are involved in preparing and providing input into the Risk Management Plan. Indicate who was involved in the consultation process) ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________

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RISKS 4.0 Risk Identification

The areas identified in the Risk Management framework have been identified under the following categories: (It is expected that the following risks will be assessed as part of the process, however this list should not be considered a complete listthere will be some which are specific to your event such as drowning if your event is held on a reserve which has a lake). Health/Injury/Disease Drug affected persons (not including alcohol) Alcohol affected persons Fire caused by electrical installations Fire risk caused by gas bottles Marquee Collapse Broken glass on reserve Food Poisoning Power failure Water failure Criminal activity Disorderly conduct Consumption of alcohol Environmental Risk Noise Nuisance caused to neighbours Excessive litter left at end of event Legal/Contractual Unclean toilets Loss of key contractors Event Approval not obtained Operational/Crowd Safety Overcrowding Lighting failure Trip Hazards Extreme Weather Communications failure

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Traffic Management Lack of Parking Inadequate access for emergency vehicles Promotion/PR Inadequate funding for event Loss of key personnel

5.0

Assessing Potential Risk

Once risks are identified, they are evaluated on a 2 dimensional matrix using a qualitative rating of the likelihood of the event occurring and the scale of the possible consequences. When risks have been identified, they are analysed by combining the consequences and likelihood to produce a level of risk. This form of evaluation provides a good graphical representation of how serious the risk is or where it lies within a group of risks. The risk analysis provides information critical to determining what risks need to be treated and what risks are accepted. The following matrices have been utilsed for the assessment process;

Table 1: Consequence Matrix

Level 1 2 Descriptor Insignificant Minor More Detail Low Impact, low profile Public embarrassment, low impact and low news Public embarrassment, Moderate news item Loss of production capabilities, public embarrassment, 3rd party action, high news impact Public embarrassment, 3rd party action, high news and impact Injuries None First Aid Financial Impact <$1000 <$1-10,000 Operational Impact Little impact <1 hour Inconvenient delays 1hr-1day Significant delays 1day 1week Non achievement certain aspects 1 wk-1 mth Non achievement of objectives +1 month

Moderate

Medical Assistance Extensive Treatment

<$10$50,000 <$50$150,000

Major

Catastrophic

Deaths

+$150,000

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Table 2: Likelihood Matrix

Level A B C D E Descriptor Almost certain Likely Possible Unlikely Rare More Detail Is expected to occur in most circumstances The event will probably occur at least once The event might occur at some time The event is not expected to occur The event may occur only in exceptional circumstances As a guide Once in a year Once in 3 years Once in 10 years Once in 30 years Once in 100 years

Table 3: Level of Risk

Consequence
1 Insignificant A Almost Certain High 2 Minor High 3 Moderate Extreme 4 Major Extreme 5 Catastrophic Extreme

Likelihood

B Likely C Possible D Unlikely E Rare

Medium

High

High

Extreme

Extreme

Low

Medium

High

Extreme

Extreme

Low

Low

Medium

High

Extreme

Low

Low

Low

High

High

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Table 4 :
Date:

Risk Register

Compiled by:.....

Reviewed by:.. Date:.. Function/Activity: ..

Category Health/ Injury/ Disease (EXAMPLE ONLY) Risk What and how can it happen Marquee Collapse Consequence Event Evacuation (Economic Loss) Local Paper Coverage (Loss of Reputation) Legal action instigated (Financial loss) Injury to staff or patron (Economic loss) Likelihood Unlikely Existing Controls Employed a hire company to install Marquee. Obtained structural certification from Installation Company. Consequence Rating 3 Likelihood Rating D Level of Risk Medium Risk Priority 1

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6.0

Evaluating and Treating Potential Risks Risk Treatment Schedule and Plan
Compiled by:.....

Table 5:
Date.

Reviewed by:..Date.. Function/Activity:.

Risk Possible Treatment Options Preferred Options Risk Rating BEFORE Treatment 3+D=M (Medium) Risk Rating AFTER Treatment 3+E=L (Low) Cost/benefit Analysis A: Accept B: Reject A Person Responsible for Implementation Event Organiser Name:_______ Time-table How will it be monitored?

1 Marquee Collapse (EXAMPLE ONLY)

Not install Marquees Have installer complete a checklist/inspection of the Marquee once erected. Ensure First Aid qualified personnel are employed at the event. Obtain from the Installers a wind speed that once reached, the marquee must be taken down.

1. Have installer complete a checklist/Inspectio n of the Marquee once erected. 2. Obtain from the Installers a wind speed that once reached, the marquee must be taken down.

Immediate and on going as required.

Event Organiser to advise Installers of requirement for checklist to be completed prior to event. Checklist to be retained once completed by the event organiser. Procedure for dismantling of marquee to be developed based on wind speed prior to event.

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7.0

Risk Action Plan

For those risks that are High, Extreme or deemed to be unacceptable, they need to be evaluated and specific action plans need to be developed to manage the risk appropriately.

Table 6:

Risk Action Plan Table

(Example of Risk Action Plan relating to Marquee Collapse)

Item Risk RISK ACTION PLAN 1 Marquee Collapse Summary (RECOMMENDED RESPONSE AND IMPACT) To ensure that the Marquee Installer completes an inspection checklist, submits it to the event organiser and to develop a procedure to have the marquee dismantled in the event of unacceptable wind speed, to ensure that the risk of collapse is acceptable. Contact Marquee company and advise that they will need to complete it and submit it to the event organiser once the marquee is erected. Develop a procedure for dismantling of the Marquee in response to unacceptable wind speed. Time of Event Organiser Assess to computer Phone Responsibility of Event Organiser to contact Marquee Company, collect completed checklist from Installer, and to develop dismantling procedure. Marquee company to be contacted with regard to level of wind spped that is unacceptable.

1)

Proposed Actions

2)

Resource Requirements

3)

Responsibilities

4)

Timing

Procedure to be completed prior to event. Marquee company to be notified of checklist requirement one month prior to the event. Event Organiser to remind Marquee Company of checklist requirement within seven days of the event. Completed checklist to be obtained from Installer immediately after erection of Marquee.

5)

Reporting/Monit oring

Appendix 1 Template of Risk Register Risk Register

Date: Reviewed by:.. Date:... Function/Activity: ..
Category Risk What and how can it happen Consequence Likelihood Existing Controls Conseq uence Rating Likeliho od Rating Level of Risk

Compiled by:.....

Appendix 2

Template of Risk Treatment Schedule

Compiled by:..... Date. Reviewed

Risk Treatment Schedule and Plan

by:..Date.. Function/Activity:. Risk Possible Treatment Options Preferred Options Risk Rating BEFORE Treatment Risk Rating AFTER Treatment

Cost/benefit Analysis A: Accept B: Reject

Person Responsible for Implementation

Timetable

How will it be monitored?

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Appendix 3 Template of Risk Action Plan Table 6: Risk Action Plan Table RISK ACTION PLAN Item Risk Location/Function Summary (RECOMMENDED RESPONSE AND IMPACT)

6)

Proposed Actions

7)

Resource Requirements

8)

Responsibilities

9)

Timing

10)

Reporting/Monitoring