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SITRME14 Risk Management

for Events !

Event Brief - Brooke LoBasso - 00108339T!Scope of the Event - Imogen Ellis - 00104243T!

Venue and Environment, Documentation of Risk and Appendix - Chia -Yu (Cora) Lin - 00103009T !

and Tong Huy Thu (Jojo) Phuong - 00104510T!Hazard and Risk Identification and Assessment - Danielle

Campagna - 00104095T!Risk and Hazard Management and Control - Isabelle Wouters -

00097059T

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Contents!!!!!!!!!!!!!!!!!!!!!!!!!!

Event Brief 5

Scope 6

Resposibilities 6

Emergency Exits 6

Stakeholders 7

Charity 8

Reasonably Practicable 8

Activities During the Event 9

Venue and the Environment 10

Hazard and Risk Identification and Assessment 11

Risk and Hazard Management and Control 16

Management of Residual Risk 21

Documentation of Risk 22

Appendix 24

Bibliography 30

Event DetailsEvent Brief

Little Treats for Little Feet is a high tea event held by the event students of William Blue College of Hospitality, by the name Ivana Events. The high tea is being held on the 2nd August 2014, in the William Blue Dinning room at William Blue College of hospitality located on level nine of the Northpoint building at 171 Pacific Highway, North Sydney 2060. !!The high tea will be staffed by the Hotel Management and Commercial Cookery students at the college and has been organised and will be run by the Event Management students. It will commence at 11:00am and ends at 2:00pm therefore going for four hours. Little Treats for Little Feet includes a glass of champagne on arrival ($7.00 for any ordered after arrival), a guest speaker (sharing her experience), savoury and sweet cuisine being served on over eighteen 3 Tier glass cake stands, cold (soft drink, water) and hot beverages (tea and coffee) available throughout the event. A raffle will also take place during the event, in order to raise more money for the chosen charity and to give away the donations from the many acquired sponsors. There will be approximately sixty- one people attending Little Treats For Little Feet – High Tea. It is a ticketed event available on www.trybooking.com for guests to purchase an adult ticket for fifty dollars and a child’s ticket for fifteen dollars with a thirty-cent surcharge for each ticket bought. The ticket includes the above inclusions of the event, plus a gift bag for both adult and child whom attend. The purpose for the event students holding Little Treats For Little Feet was for their major project of their trimester one and two classes. Ivana Event students selected Miracle Babies Foundations as their charity to fundraise for as it was considered very close to home for the members of the event team and additionally the team believed the charity was in need of more advertising in order to ensure more awareness in the publics eye.Little Treats For Little Feet was chosen to be a high tea due to the fact that it was able to be a more elegant event and appeared to be a more related type of event for the cause Ivana Events was fundraising for. The High Tea became possible over the course of seven months of extensive planning and preparing, ranging from acquiring Miracle Babies as the charity, deciding on the type of event that would be suitable, finding and securing a venue appropriate and substantial for the size and type of event being planned, to bringing the event to life by acquiring sponsors (whom donated prizes for the event), receiving the required number of attendees for it to be a more enjoyable event and setting the event into motion on the day of. This event carries a number of risks that could compromise the safety of stakeholders and this manual will show how to manage the risk assessment processes to help ensure a safe and successful event for all participants.

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Scope of the EventResponsibilities

For the event, Little Treats for Little Feet, the event organisers, Ivana Events, are responsible for the organisation of the event and full preparation of the event. The event organisers have a duty of care to to ensure health and safety of workers and others by managing risks, which means conducting multiple risk assessments and analysis’ to prevent dangerous or hazardous situations from occurring or reoccurring during the event. However, not only do the event organisers have a responsibility to ensure their duty of care, the guests should have duty of care for themselves. They should watch out for and read warning signs or emergency procedures, to prepare them for hazardous situations. For an example; if there is a warning sign saying ‘slippery floor when wet’, outside and it is raining, and someone then runs and slips on the wet floor, the organisers have done their duty of care, it was up to the guest to read the visible sign to prevent them from causing themselves an injury. However, if the sign was not visible or not there then it would be the event organisers fault for not ensuring their duty of care to their guests. The contractors also have a duty of care to explain and give instructions on how to use and manage operational equipment for the event. If they have not provided a detailed or thorough explanation of the use of certain equipment then the contractors have failed to provide appropriate duty of care.!

Emergency exits

In the above diagram of the events floor plan in the William Blue Dining restaurant, the emergency exit is visible as a purple cross ( X ). In the need to evacuate the building in the event of an emergency you will hear an evacuation signal sounded and the fire wardens (in the red or yellow hard hats), will lead you to the emergency evacuation meeting point. Northpoint building meeting point: Mount Street outside National Australia Bank.!

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Scope of the EventStakeholders

- The guests who all purchased tickets, expected to be fed and received an excellent dining experiences and learn information on the Miracle Babies foundation.!

- The venue is affected by the events actions if someone damages it.!- The charity is expecting a positive outcome from the event, money, support and awareness of

this cause.!- We had some contractors, who photographed the event, and helped make flyer for the event,

which had the menu and the program on them. They also designed the event logo, Little Treats for Little Feet, free of charge, so as a reward we advertise their company and thanked them at the event verbally. !!!!!!!!!!!!!!!!!!!!!!!!!

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Table of RolesStakeholders Resposibilities Contact Details

G Three Media Graphic Designer!- Event logo!- Save the Dates!- Programs!- Menus

Connor Graham!G THREE MEDIA!(0416791235)!connor.gthreemedia.com.au

Miracle Babies Charity http://www.miraclebabies.org.au!Head Office (02) 9724 8999)

Callum Wouters Photography Photographer!- Take photos of the event!- Send the photos to us within

a week

Callum Wouters

William Blue Dining Restaurant!- Provide us with a dining hall!- Chairs, Tables, Cutlery and

Crockery. !- Hotel Management Students

and Commercial Cookery Students, and their service.

William Blue!Dining Restaurant!(02) 9492 3290) !dining@williamblue.edu.au

Scope of the EventCharity - Miracle Babies Foundation

“Miracle Babies Foundation is Australia’s leading  organisation supporting premature and sick newborns, their families and the hospitals that care for them.” - Miracle Babies Website!! The Miracle Babies foundation provides these services to families in need:!! •! NurtureLine - ! National 24-hour family helpline!! •! NurtureTime - ! In hospital parent to parent support!! •! NurtureGroup - ! Out of hospital play and support groups!!The Miracle Babies Foundation NurtureProgram is a free support program available to families of premature and sick newborns at any stage through a high risk pregnancy, their Newborn Intensive Care Unit (NICU) or Special Care Nursery (SCN) journey, their transition to home and onwards.!

Reasonably Practicable

The Work Health and Safety Act 2011 qualifies the requirement of safety duty-holders to manage risk by taking 'reasonably practicable' steps to eliminate or minimise risks. This includes:!

• The likelihood of a hazard or a risk concerned occurring!

• Seriousness!- The degree of harm it may cause a person, and object or a place, resulting from the conceded

hazard or risk.!

• Cost!- After assessing the extent of the risk and using ways to eliminate or preventing the risk, it

could cost to minimise it; for example, removalists or exterminators. and the available ways of eliminating or minimising the risk - the cost associated with available ways of eliminating or minimising the risk, including whether the cost is grossly disproportionate to the risk.!

- Also the cost of what it will be to repair or fix situation if a problem arises.!

• The availability and suitability of ways to eliminate or minimise the risk.!

• What the person concerned knows or ought to know;!- about the concerned hazard; !- and ways of eliminating the risk!!

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Scope of the EventActivities During the Event

During the event, everyone of the Ivana Evens team, worked extremely hard and helped out in certain areas to make the whole experience for our paying quests enjoyable. For the guest, there was food (savoury and sweet) on 3 tiered high tea cake stands displayed and cooked beautifully by the William Blue Commercial Cookery team. They also got to enjoy a talk on miracle babies and a guests own experience with the cause, and a raffle prize giveaway. Everyone bought raffle tickets at the event and over 100 people bought tickets outside of the event to participate and raise money for Miracle Babies. The prizes were called out one by one, and everyone enjoyed that experience. There were over 20 prizes given out, and many people won them at the event and a few outside of the event and approximately 500 raffle tickets were sold in total.!!

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Venue and EnvironmentDirections to the Event

William Blue Dinning

Location: Level 9, North point Building

171 Pacific Highway

North Sydney NSW 2060

(site map)

!How can get to the William Blue Dinning?

There are many entries to get to the William Blue Dinning, such as :

1. stairs

2. elevator

3. escalator

(Appendix 2.3.4)

!Transportation: !● By Train:

William Blue Dinning is located just 11 minutes by train from the city.

Town Hall to North Sydney: Central Coast and Newcastle Line (Town Hall Station

platform 3) => 6 mines by walk to William Blue Dinning (Appendix 5)

!William Blue Dinning is located just 37 minutes by train from the Hornsby.

Hornsby to North Sydney: North Shore and Northern Line (Hornsby Station platform 1)

=> 6 mines by walk to William Blue Dinning (Appendix 6)

!● By Bus:

William Blue Dinning is located just 20 mines by bus from the city.

Town Hall to North Sydney: Park St near Pitt St take bus M20 to North Sydney Station

=> 6 mines by walk to William Blue Dinning (Appendix 7)

!William Blue Dinning is located just 1 hour and 25 mines by bus from the Hornsby.

Hornsby to North Sydney: Bus 594 to Wynyard station change Bus 203 to North Sydney

Station. => 6 mines by walk to William Blue Dinning (Appendix 8)

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Hazard and Risk

Identification and AssessmentA risk assessment is a thorough look at a venue to identify those objects, situations, processes, etc that could potentially cause harm, particularly to people.!Risk assessments are very important as they help to create awareness of hazards and risks. They also identify those who may be at risk, prevent injures or illnesses and determine if existing control measures are adequate.!!The overall aim of the risk assessment is to remove a hazard or reduce the level of its risk. By doing this, a safer and healthier workplace/ venue has been created for workers and guests.!!Risk assessments should be completed by a competent team of individuals, such as supervisors and workers who are most familiar with the operation. !!The assessment should:!!• Identify hazards!• Evaluate the likelihood of an injury or illness!• Evaluate the consequence of the injury or illness associated with the hazard!• Determine an overall risk rating !• Identify actions necessary to eliminate or control the risk!• Monitor and evaluate to confirm the risk is controlled!• Keep any documentation or records that may be necessary e.g. documentation detailing

the process used to assess the risk!!Overall, the goal is to find and record possible hazards that may be present. Hazards are any source of potential harm or any situation with potential to cause harm. So in order to ensure all hazards are found:!!• Look at all aspects of the work environment!• Look at accident/ incident/ near- miss records!• Examine risks to visitors or the public!

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Hazard and Risk

Identification and Assessment• Include an assessment of groups that may have a different level of risks such as young

or inexperienced workers, persons with disabilities!!Methods used to identify hazards could include observing work practices and conducting an inspection of the work area and write down everything that could potentially be harmful. Observing the movement of the staff and customers is also a good way to identify hazards and also looking at equipment and processes that may place people under risk of injury or illness. !!Conducting site safety audits, writing up site safety checklists, inspecting the workplace and monitoring the environment of the workplace are very practical ways for staff to physically see what hazards could place severe harm to someone. Investigating accidents and incidents and staff complaints , reviewing injury or illness registers and staff feedback through meetings/ surveys/ suggestion boxes.!!Staff conducting a hazard identification should also ask themselves these questions:!!• Are staff following recommended safety and security procedures?!• Are staff taking shortcuts?!• Are staff having difficulty operating plant or equipment?!• How suitable are the tools and equipment for the task undertaken?!• Does the movement of staff and customers place anyone at risk in the work area?!• Have suitable controls been put in place to protect staff form manual handling injuries?!• Is the environment suitable (adequate lighting, space, ventilation)?!!Each hazard should be studied to determine its level of risks. In order to do that, certain research of the hazard could include:!!• manufacturer documentation!• past experience e.g. workers!• information about previous injuries, illness, accident reports!

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Hazard and Risk

Identification and Assessment• legislated requirements!• health and safety material about the hazard!!Hazards may be present in the workplace environment, in the equipment, in the substances and work systems.!!They can be divided into the following 6 hazard categories:!!• Physical e.g. tool injuries; burns; fractures & sprains; cuts!For our High Tea event, a huge physical risk that could occur could be slips, trips and falls. Large numbers of people trying to move around a small area may trip and fall or cause an obstruction leading to injuries. The wait staff in this situation will need to be specifically careful when carrying the cake tiers to the tables so they do not fall and injure themselves and ruin the food.!!• Biological e.g. needle stick injury; viral epidemics; lack hygiene!Since the High Tea will obviously have food, there is a high risk of food poisoning or contamination if food and safety guidelines are not followed appropriately. Food poisoning to a large number of guests can occur through inadequate attention to food hygiene, inadequate washing facilities or facilities to keep food at temperatures for safety. !!• Chemical e.g. skin & eye injuries from cleaners; acid burns!In a very severe case, a gas leak could occur within the venue. For example, the gas pipe breaking could lead to a gas leakage which can lead to a fire since there are open flames with the tea light candles on the tables.!!

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Hazard and Risk

Identification and Assessment• Security e.g. theft & robbery, customer behaviour such as drunks!Theft can occur, especially at an event with 63 people, like this one, because it could be seen as an “easy” opportunity for robbers to steal money or belongings. Theft is also a very high risk because it is a charity event where money will be collected on the day, so the protection of the money is vital.!!• Ergonomic e.g. repetitive strain injury; muscle and back injuries due to poor lifting habits!Movement of heavy or awkwardly shaped furniture and equipment such as table and chairs may lead to back pain or other manual handling related injuries if safe manual handling techniques are not used e.g. having one person move a heavy table across the room!!• Psychological e.g. workplace harassment and violence; undue pressure to work long -

hours!Event guests can become aggressive and tense if they are under the influence of alcohol, injuring employees or other guests or if they are unsatisfied with the hospitality and food service. Employers can also get very tired from the long hours they have endured.!!!!!!!!!!!!!!!

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Hazard and Risk

Identification and Assessment!For our High Tea Event:!!

If a hazard has been identified as either an actual thing or could potentially happen, it is extremely important that it is reported immediately so that action can be taken to avoid injury. When hazards do not get reported there is a larger chance that a serious incident could occur putting people at a very high risk of getting hurt. Records can also help managers and the safety committee to determine whether there is an improvement in the safety and also observe previous incident repots to find links between hazards and incidents.!

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Risk or Hazard Likelihood Consequence Risk Rating

Slip, Trips and Falls B 2 / 3 High

Food Poisioning or Contamination

B 3 High

Gas Leak D 5 Extreme

Theft and Robbery A 2 High

Manual Handling C 3 High

Guest Behaviour/ Violence

B 4 Extreme

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Risk and Hazard

Management and ControlWhat is it?

Risk and hazard management involves predicting future risks that could occur at an event and

what strategies should be put in place to manage them, controlling risks involves how these

strategies would be used to control the risk before and if it occurs.

Risks can be controlled through their identification and the use of tools such as risk management

tables, risk action plans and policies and procedures. Team meetings with contractors, staff and

appropriate work committees can help in the risk identification, management and control

process.

Risk Management aims to protect the 4 P’s of a company.

1. People

2. Property

3. Productivity

4. Profits

Who is involved and responsible?

• Ivana Events

• Event Manager (co-ordinate site inspection with Operations and Logistics Manager)

• Operations and Logistics Manager (ensure procedures, policies and licences are up to

date)

• Assistant Event Manager

• Creative Manager (use of safe creative materials)

• First Aid Certified member of staff.

• Certified Fire and Evacuation Warden.

• Contractors are responsible for ensuring that their methods, practices and equipment are

fire safe and maintained to prevent risks and injuries.

• Work Health and Safety Committee.

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Risk and Hazard

Management and Control!

• NSW Work Cover.

• William Blue College of Hospitality management (must ensure that all of the equipment

used is fire safe and their evacuation procedures are up to date).

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Processes and Risk Identification.

• Site inspections must be held to identify any risks, calculate their risk rating and put in

place any risk control and elimination methods that are required.

How to assess the level of risk.

The level of risk that is posed by a hazard can be assessed through the use of risk management

tables and matrixes.

As the title states, the likelihood matrix is used to assess the likelihood of a risky or hazardous

event occurring. The likelihood matrix works in descending order, with Almost Certain being

most likely to occur and Rare being least likely to occur.

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Risk and Hazard

Management and Control!The Consequence Matrix is used to assess the consequence of an event. The consequence can be

measured by injuries, financial impact and operational impact. The severity of the consequence

descends from level 1 which is the least severe level to level 5 which is the most severe level.

!The Level of Risk Matrix is used to determine the level of consequence of a risk or hazard. To

determine this level you must use the rating from the likelihood matrix and consequence matrix

and then match them up on the table. The higher the consequence of the risk, the higher the

level of risk will be.

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Risk and Hazard

Management and ControlThe level of risk table #2 explains what the outcomes of each risk level may be.

Risk action plans, identify a risk and propose actions and contingencies to control the risk.

RISK ACTION PLAN

Risk Action Plan Table

Item

Risk

Location/Function

Summary (Recommended response and

impact)

1) Proposed Actions

2) Resource Requirements

3) Responsibilities

4) Timing

5) Reporting/Monitoring �19

Risk and Hazard

Management and ControlRisk Hierarchy

The risk hierarchy is a system used by many industries around the world, its purpose is to eliminate risks and hazards in the work place, and to make work environments safer for employees, contractors and visitors. The 6 steps in the risk hierarchy are listed in decreasing effectiveness and are used to control the risk after it has been rated using risk matrixes. !

1. Eliminate – If possible, eliminate the hazard which in turn eliminates the risk

posed by the hazard.

2. Substitute – If the hazard cannot be eliminated, substitute the hazard with a

hazard of a lower risk rating. E.g. Use half the amount of tea lights on the tables

to halve the fire risk posed by using the full amount.

3. Isolate – If possible isolate the hazard, this reduces the risk posed to those who

may be near it.

4. Engineering – Where possible, reduce the hazard by assessing the engineering of

the hazardous environment. E.g can lighter more flexible tables be used instead

of large ones?, Can the tea cups be placed on a moveable or low shelf to prevent

strain from over-reaching?.

5. Administration – Minimise risks that can be handled through the use of

administrative tasks, workplace practices may need to be completely changed if

necessary. E.g, rotate the roster to prevent over exertion and stress, provide

policies that will reduce the risk of work health and safety related injuries, if

staff are inexperience provide training manuals for them.

6. Personal Protective Equipment – Provide Personal Protective Equipment (PPE) to

reduce the risk of injury caused by work place practices. E.g Cleaners who come

in to contact with chemicals may suffer chemical burns, chefs not wearing fire

resistant clothing may burn themselves.

!!

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Management of Residual RiskResidual risk

A residual risk is the danger still posed by a risk or hazard, even after all possible control

and safety measures have been put in place. Residual risks must be closely monitored to

make sure that they do not escalate any further and potentially injure somebody.

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Documentation of RiskRisk Document Checklist

Risk Document ChecklistIncident Form (Appendix 9)

When incident occur in your event, this form will be used in order to report to event manager and keep it in document. To be more specific, this form will provide you information about the reason why, who and how the incident happen in detail. Through this form, you can learn from experience and help the next event stay away from the old risk.

Site Contact(Appendix 10)

Before holding your event, you should have a venue inspection and site contact checklist. This checklist will help you to identify hazards such as electrical hazards, trip and fall hazards and decide the control methods.

OHS Checklist (Appendix 11)

This document is designed to assist event manager in their risk management. Besides checking all the risk, staff briefing, volunteer briefing, venue checking, parking area, electrical, housekeeping and fire emergency checklist are also required in this document. It also helps you to monitor all the risk and identify which risks or stuffs need to be paid attention in and the duty of care.

Kitchen Safety Inspection Checklist (Appendix 12)

Ensure that the kitchen have suitable conditions for cooking and serving food for your event. This checklist will remain your staff safety procedures during the cooking time, check all protection and prevention equipment, it also helps you to immediately determine kitchen risk such as broken or not appropriate equipment.

Risk Register (Appendix 13)

From risk register document, it will outline the risk that more related to your event. It is combined how that risk can happen, consequence, likelihood, existing controls and level of risk as well as risk priority. This document will be work together with risk treatment schedule and plan.

Risk Treatment Schedule and Plan(Appendix 14)

Different from the risk register, a risk treatment schedule and plan will help work through the treatment decision, risk rating AFTER/BEFORE treatment. Besides that, this document also outlines person who will be responsible for implementation, time for fixing and how it will be monitored. Finally, this record will be submitted to event manager as well as the supplier.

Risk Action Plan(Appendix 15)

This document is planned for outline risk that has been occurred in your event and reports it to your event manager. In this table, event manager will be covered information about how and reason why the risk is happens as well as decide responsibility and methods to fix the risk.

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Documentation of RiskSuggested Risk Control(Appendix 16)

You need to design a suggested risk controls document that is cover some common risk may happen in your event. Hence, you can minimize your risk and outline how to control method so that when the risk is happen you can immediately take it under control. Ensure that, all your staff must go through this checklist and stay away from mistake.

Emergency Procedures (FIRE, MEDICAL, EVACUATION , BOMB THREAT, SECURITY) (Appendix 17)

Emergency procedures is used when a serious, unexpected and often dangerous situation that requires immediate action. These emergency procedures will summary fire control, evacuation plan, medical treatment, bomb threat and security.

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Appendix!● Appendix 1

!!!!!!!!!● Appendix 2,3 & 4

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!● Appendix 5

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Appendix!

● Appendix 6

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● Appendix 7

!

!● Appendix 8

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Appendix!

● Appendix 9

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● Appendix 10

!!!!!!!!!!● Appendix 11

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Appendix!!● Appendix 12

!!!!!!!!!!!!!● Appendix 13

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Appendix● Appendix 14

!!!!!!!!!!!● Appendix 15

!!!!!!!!!!● Appendix 16

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Appendix!Appendix 17

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Bibliography Bibliography

Evacuation Procedure. (2013). Northpoint Health and Safety. Available: think.plone.androgogic.com.au/mc/apm/docs/Northpoint_Health_and_Safety_Evacuation_Procedure_and_OHS.pdf. Last accessed 5th August 2014.!!Australian Government. (2013). Reasonably Practicable. Available: http://www.worksafe.act.gov.au/page/view/1247. Last accessed 5th August 2014.!!Planner World. (2012). Risk Management Case Study. Available: http://plannerworld.blogspot.com.au/2012/08/risk-management-case-study-highland.html. Last accessed 5th August 2014.!!(https://think.blackboard.com/bbcswebdav/pid-671744-dt-content-rid-686095_1/institution/Business%20and%20Hospitality/VET/WB/F2F/T2/SITRME14%20Risk%20Management%20for%20Events/4.%20Resources/Week%2002/SITRME14%20Week%202.pdf)"!!“Identify hazards, assess and control safety risks” week 1. William Blue College of Hospitality Management n.d. Fri 8th August 2014https://think.blackboard.com/bbcswebdav/pid-671746-dt-content-rid-686023_1/institution/Business%20and%20Hospitality/VET/WB/F2F/T2/SITRME14%20Risk%20Management%20for%20Events/4.%20Resources/Week%2001/SITRME14%20Week%201.pdf !Identify hazards, assess and control safety risks” week 2 William Blue College of Hospitality Management n.d. Fri 8th August 2014 julyhttps://think.blackboard.com/bbcswebdav/pid-671744-dt-content-rid-686095_1/institution/Business%20and%20Hospitality/VET/WB/F2F/T2/SITRME14%20Risk%20Management%20for%20Events/4.%20Resources/Week%2002/SITRME14%20Week%202.pdf !Hazard., Posure To A, Owner: Whs Unit, and U. Hazard Identification, Risk Assessment and Control Procedure 1. Purpose Sun 10th Aug: n. pag. Web. http://www.uws.edu.au/__data/assets/pdf_file/0020/12917/12917_Hazard_Identification,_Risk_Assessment_and_control_Procedure.pdf !!All sheets obtained in class were overlooked for this assignment as help and guidance. !A site inspection of the venue was also taken to help visualise the venue space and point out the risks