RPTA 342 Week 8 Blank Risk Management Plan

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Cal Poly State University, San Luis Obispo Recreation, Parks, and Tourism Administration Department

RPTA 342

RISK MANAGEMENT PLAN for

SLO Running Company

Prepared by

Sarah Germain Maggie Ryan

December 2013

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Table of Contents

Part I Background ............................................................................................. 3 A. The Risk Management Plan .................................................................................................... 3 B. Company/Event Description .................................................................................................. 3 C. Delineations ................................................................................................................................... 4

Part II. Risk Management Analysis ............................................................. 4 A. Risk Identification ....................................................................................................................... 5 B. Risk Evaluation ............................................................................................................................. 6 C. Risk Treatment ............................................................................................................................. 7 D. Risk Implementation .............................................................................................................. 12

Part III. Recommendations ......................................................................... 12 A. Policy Statements ..................................................................................................................... 13 B. Goals and Objectives ............................................................................................................... 14 C. Site and Facility Mitigations ................................................................................................. 14 D. Program Mitigations ............................................................................................................... 15 E. Supervision ................................................................................................................................. 15 F. Rules, Regulations, and Procedures ................................................................................. 16 G. Safety Inspections .................................................................................................................... 16 H. Accident Reporting and Analysis ...................................................................................... 16 I. Emergencies ................................................................................................................................. 16 J. Releases, Waivers, and Agreements to Participate ..................................................... 17 K. Methods of Insuring Against Risk ..................................................................................... 18 L. In-‐Service Training .................................................................................................................. 18 M. Public and Media Relations ................................................................................................. 18 N. Periodic Review – Short Term ............................................................................................ 19 O. Periodic Review – Long Term ............................................................................................. 19 P. Outside Specialists (Legal & Insurance) ......................................................................... 19

Part IV. Implementation .............................................................................. 19 B. References ................................................................................................................................... 20

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RISK MANAGEMENT PLAN for

SLO Running Company

Part I Background

SLO Running Co. has been putting on events for the past 10 years. We

specialize in Fundraisers for Non Profit Organizations. This particular event, the 5k

Fright Night Fundraiser at El Chorro Park, has been put on the past 3 years. This

year, 2014, we are fundraising for the Non Profit Organization ‘Access For All’.

Access for All is an organization that makes sure people with disabilities are able to

do things that other people are able to.

A. The Risk Management Plan

The purpose of this Risk Management Plan is to identify foreseeable events

and be prepared how to act when these events occur.

B. Company/Event Description

SLO Running Co. is a Non-‐Profit Company who specializes in fundraisers to

raise money for causes we believe in. We have been putting on events for 10 years

throughout California, and have put together over 150 events total. We are located

in the city of San Luis Obispo and we currently have about 100 employees.

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Our mission is to create fun and safe events that will collect money to go

towards a noble cause. This particular event is a 5k Fright Night run that takes place

at El Chorro State Park in San Luis Obispo. This event begins in the evening at 5PM

and ends at 10PM. It begins with people checking in at the registration tables and

receiving their race bibs. Once everyone has checked in, the costume contest begins,

and prizes will be given to the top 3 people with the best costumes. After the sun has

gone down, the race will begin. There will be local food and retail vendors to enjoy

after the race is over. Local bands will also be playing music.

Our company values the safety and satisfaction of our participants. We pride

ourselves on serving the community and creating memorable events for a good

cause. Our vision is to collect enough funds for many great organizations we

support, while also giving our participants a memorable experience.

C. Delineations

5k Fright Night is being held at El Chorro Park off Highway 1. The event will

be taking place primarily on Dariy Creek Rd. Parking will be provided in the Dairy

Creek Golf Course Parking Lot. The race starts on the grass lot by Dairy Creek Golf

Course and continues on Dairy Creek Road which merges into Education Drive.

The course is 3.1 miles in total and ends where the racers started. We there

will be volunteers guiding participants throughout the course and SLO Running Co.

will not be responsible for anything outside these parameters.

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Part II. Risk Management Analysis

We have assessed certain risk factors that are possible during our event.

A. Risk Identification Every event has inherent risks and we have used our experience to determine how

to identify the following 15 potential risks for this event:

1. Dehydration

2. Existing Medical Conditions

3. Wild Life

4. Reaction to Plants

5. Muscle Cramps

6. Tripping Hazards

7. Getting Lost

8. Heart Attack

9. Trespassers

10. Reaction to Insects

11. Stolen Items

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12. Parking

13. Volunteers

14. Allergic Reactions/Food Poisoning

15. Employees

16. Weather

B. Risk Evaluation

Looking at the 16 risk factors we determined could happen at our event, we

have rated each between 1 and 5 how risky they are and how frequent they would

actually happen. Each risk was evaluated differently, but overall there was not one

risk that we found was too dangerous. We have done over 100 events and are

experienced in being able to handle each of these potential risks.

1. Dehydration Risk 1 2 3 4 5 Frequency 1 2 3 4 5

2. Existing Medical Conditions Risk 1 2 3 4 5 Frequency 1 2 3 4 5

3. Wild Life Risk 1 2 3 4 5 Frequency 1 2 3 4 5

4. Reaction to Plants Risk 1 2 3 4 5 Frequency 1 2 3 4 5

5. Muscle Cramps Risk 1 2 3 4 5 Frequency 1 2 3 4 5

6. Tripping Hazards Risk 1 2 3 4 5 Frequency 1 2 3 4 5

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7. Getting Lost Risk 1 2 3 4 5 Frequency 1 2 3 4 5

8. Heart Attack Risk 1 2 3 4 5 Frequency 1 2 3 4 5

9. Trespassers Risk 1 2 3 4 5 Frequency 1 2 3 4 5

10. Reaction to Insects Risk 1 2 3 4 5 Frequency 1 2 3 4 5

11. Stolen Items Risk 1 2 3 4 5 Frequency 1 2 3 4 5

12. Parking Risk 1 2 3 4 5 Frequency 1 2 3 4 5

13. Volunteers Risk 1 2 3 4 5 Frequency 1 2 3 4 5

14. Allergic Reactions/Food Poisoning Risk 1 2 3 4 5 Frequency 1 2 3 4 5

15. Employees Risk 1 2 3 4 5 Frequency 1 2 3 4 5

16. Weather Risk 1 2 3 4 5 Frequency 1 2 3 4 5

C. Risk Treatment

For each risk listed below, we have identified whether we will retain, reduce

consequences, avoid, or transfer consequences. Retain would be for things that have

very low risk and/or frequency and things that you would have in your event no

matter what. Reduce would be something that has a slightly higher risk and what we

would do to reduce that risk. Avoid would be something we would do to avoid the

risk, and transfer would be what we would do to transfer the risk. An example

would be to have waivers.

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1. Dehydration

Our goal is to reduce the consequences by providing an abundant amount of

water at the event. There will be multiple water stations along the trail that the 5K

will be held at. Since it is an athletic event, water is essential to keep participants

from passing out and from other risks.

2. Existing Medical Conditions

Each participant signs a waiver when registering for this event, and it asks

for any existing medical conditions. There will be emergency services on site ready

to assist anyone whose medical condition affects them while they are racing. We

think it is important for us to know if our participants have existing medical

conditions so that we may help them if needed.

3. Wild Life

Wildlife is a natural part of EL Chorro Park and is unavoidable. The risk and

frequency, though, is very low so we are not going to change anything pertaining to

our event because of this small risk. If our participants should be injured from a wild

life animal, our emergency services will be present to assist them.

4. Reaction to Plants

Plants are also a natural part of this park and are unavoidable. This is a low risk

and low frequency. Emergency services will be on site and able to assist participants

with any plant reactions that occur.

5. Muscle Cramps

Muscle cramps can occur from dehydration. We will reduce this risk by

providing an abundant amount of water and if this should occur, there will be

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medical assistances on site that are trained to help this type of risk. We want our

participants to enjoy the race and want to assist them with any

problems.

6. Tripping Hazards

To avoid tripping hazards we will inspect the parameters of the course and

make sure the course is safe for participants. We want to avoid tripping hazards at

all costs so that our course is safe and no one is injured.

7. Getting Lost

To ensure participants will not get lost, there will be volunteers and

employees throughout the course. We will have a clear path for the racecourse with

both cones and lighting along the way. We find it extremely important to have a

clear racecourse, so that participants do not feel unsure or scared that they are

going the wrong way.

8. Heart Attack

Heart attacks can be a part of existing medical conditions. All our participants

sign a waiver prior to the race stating any existing medical conditions. Our waiver

also covers any medical emergency that happens during the event, even if existing

medical conditions are not known prior to signing the waiver. If the participant did

not have a history of heart attacks there will still be emergency services on site to

assist participants in the rare chance it could happen.

9. Trespassers

Since our event is at a public park there is a high frequency of trespassers,

but the risk is low. We are aware that people might be visiting the park or Dairy

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Creek Golf Course the day of our event, but we plan on reducing the consequences

by providing security and having several volunteers and staff members on the

premises.

10. Reaction to Insects

Insects are a natural part of this park and are unavoidable. If participants list

a specific reaction in their waiver than we can treat this risk more efficiently. Even if

the risk is not on the waiver, we will reduce this risk by being prepared to assist

participants with medical attention to the best of our ability. We want our

participants to be safe, healthy, and enjoy the race. And we believe being prepared

for any emergency is essential.

11. Stolen Items

To reduce the risk of participant’s belongings being stolen we will be making

announcements throughout the event to bring awareness about the slight risk of

this happening. Our security, staff, and volunteers will be alert of suspicious activity

and enforce consequences if items are stolen. Although we value our participants,

our waiver states that we will not be responsible for any stolen items. We would be

deeply saddened for our participants and do not wish this upon

anyone.

12. Parking

Parking is a low risk, and is something that every event needs. We will have

volunteers helping with parking and lighting will turn on once the sun has gone

down. If anything does actually happen, there will be emergency services

available.

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13. Volunteers

To ensure that volunteers do not pose a risk at our event, we will make sure

to properly train all volunteers and provide each volunteer with itinerary. Also, we

will propose a zero tolerance rule towards volunteers, and have police on site to

take care of anything that may happen. We believe that volunteers are extremely

important and necessary to our events, and love the passion people have for

volunteering.

14. Allergic Reactions/Food Poisoning

Our goal is to avoid allergic reactions/food poisoning is by having a

designated area specifically for food as well as providing a waiver so that

participants can list food allergies that each person can have. We will be sure to

cover the food until participants are done with the race. As well as making sure the

food is kept at the proper temperature to avoid food poisoning. The waiver will

provide a space for the participants to enter any food allergies as well to prevent

allergic reactions. All proper food codes will be followed. We want to provide food

for each participant for fuel and we want each participant to be healthy.

15. Employees

To insure that employees do not pose a risk to our events we go through a

proper interviewing process, do a background check for each person before hiring,

and contacting all past employers of each person. Once hired, each employee goes

through proper training and there is a zero tolerance policy put into place. If an

employee poses a threat in any way, or does some activity against the rules, they

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will be fired. The likelihood of an employee posing a risk is very low. We pride

ourselves in choosing excellent employees at SLO Running Co.

16. Weather

There is always a chance that an event may need to be canceled because of

weather conditions. Weather changes are unavoidable, although we will be

prepared if bad weather shall strike. The risk and frequency are the same and there

are different situations that would need to take place. Since the event is outside and

not covered, if rain is present the event may need to be canceled. We would do this

for participants safety and because it would make the event unenjoyably. Other

weather would be okay for the event. We would make announcements prior to the

event on what the weather will be like and how to dress. If rain starts after event has

already begun, we will provide ponchos available for participants and tents to set

up.

D. Risk Implementation

While protecting our participants from all our risks is important to us, #5 Muscle

Cramps, #9 Trespassers, and #11 Stolen Items are most important because they are

the 3 risks that are low frequency, high risk.

• Muscle Cramps-‐ There will be an athletic trainer on site named Tom Young.

He is professionally trained and will be able to assist anyone in need. He will

be available throughout the event and we will have constant communication

with him.

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• Trespassers-‐ There will be volunteers, staff, and security surrounding the

event at all times, including the racecourse. We will all be able to

communicate with each other at all times, and if needed there will be police

on site.

• Stolen Items-‐ Volunteers, staff, and security will constantly be aware of any

suspicious activity. They will be briefed the day of the event that if anything

does get stolen they will report those stolen items to the police.

Part III. Recommendations

As a result of the four-‐risk management analysis steps, our company will

implement the following to ensure are participants are safe and have the utmost

enjoyment of the event.

A. Policy Statements

SLO Running CO. values the safety of our participants. We strive to create

safe, memorable events. For each event we put on we want our company to reflect

the following:

• Create a safe environment

• A memorable experience

• Increase funding to support a non-‐profit

• Promote fitness and healthy lifestyles

• Bringing people together

Our company will strive to implement these attributes in every event to the best of

our ability.

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B. Goals and Objectives

For this event we have developed goals and objectives to ensure our

participants’ safety as our highest priority. The following goals and objectives are

specifically based around the 5k Halloween Fright Night event at El Chorro Park.

Goals:

1. Provide a comfortable and safe environment.

2. Enhance memorable experiences.

3. Using prior experience to foresee all potential risks.

Objectives:

1. All staff members and volunteers will be properly trained and briefed on

company’s missions and goals.

2. Announcements will be made throughout the event to raise awareness upon

safety measures and event schedule.

3. Well-‐trained security will be provided on premises.

4. Encompassing a unique event where participants can show their creativity while

supporting a good cause.

5. Bringing community members together to share a common joy.

6. Research prior events to evaluate our failures and successes.

C. Site and Facility Mitigations #3. Wild Life: Wild life is apart of the natural environment. Prior to the event, staff

will be walking through the course to evaluate what types of wildlife may be around.

Although we cannot control wildlife, we will be aware and if anyone should come in

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contact and be injured by wildlife we will have emergency services there to assist

them.

#4. Reaction to Plants: Our Company will have staff walk through the course to

identify any poisonous plants or potentially dangerous plants. If there are plants

that may disrupt our participants, they will be either blocked off or the course will

be slightly altered to avoid harmful situations.

D. Program Mitigations After careful consideration we have determined that none of our potential risks fall

under this specific category.

E. Supervision #7. Getting Lost: SLO Running Co. wants each participant to feel safe and not worry

about where they are supposed to go. We will have several staff members and

volunteers who will guide participants throughout the event. Announcements will

also be made throughout the event about what is going on to remind everyone.

#11. Stolen Items: Our volunteers, staff, and security will supervise and be aware of

suspicious activity before, during, and after the event. Throughout the event there

will be constant announcements from staff warning participants that there may be a

slight chance of burglary and they should always lock and be aware of their

belongings. SLO Running Co. is not responsible for any stolen items at our event.

#12. Parking: Security will be patrolling the parking lot of Dairy Creek Golf Course to

make sure participants are safe. They will guide participants on where to park and

where to go from there.

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#15. Employees: SLO Running Co. will provide staff as supervision to the event. Each

staff member has been properly interviewed and has completed a background

check. Our staff is trained specifically for each event and has experience and

knowledge on how to assist participants.

F. Rules, Regulations, and Procedures #16. Weather: Our staff is properly trained in dealing with different weather

situations. We will cancel the event if weather is too intense. Or we will have items

such as ponchos and tents to provide if weather is mild. These rules and regulations

pertain to this specific event because it takes place outside.

G. Safety Inspections

#6. Tripping Hazards: Our Company will thoroughly walk through the racecourse

and the event location to eliminate any potential tripping hazards. Once the event

has begun we will continue to be aware and eliminate any tripping hazards that may

have surfaced.

H. Accident Reporting and Analysis After careful consideration we have determined that none of our potential risks fall


I. Emergencies #1. Dehydration: Throughout the course there will be 5 water stations for

participants to hydrate. In the occurrence a participant becomes dehydrated our

emergency services will immediately respond.

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#5. Muscle Cramps: We are aware that having a muscle cramp is a potential risk. To

avoid this risk we will have 5 water stations throughout the course and water before

and after the race. If there is an emergency pertaining a participant having muscle

cramps, our emergency services will respond through communication from staff

and volunteers immediately.

#8. Heart attack: Heart attack is a very serious risk and should not be taken lightly.

If one our participants shall experience a heart attack on our premises staff and

emergency services will immediately come to their aid.

J. Releases, Waivers, and Agreements to Participate #2. Existing Medical Conditions: Prior to the event all participants will be required to

sign a waiver stating any existing medical conditions. This in turn will provide us

with knowledge needed to aid any emergency situation. Emergency services will be

on site ready to aid any emergency situation, even if existing medical conditions are

not stated.

#10. Reactions to Insects: Insects are a part of any natural park and are unavoidable.

If a participant happens to come in contact with an insect they’re allergic to, or have

a reaction to, there will be emergency services on site to assist the participants. Each

participant must sign a waiver before event begins stating existing medical

conditions, including allergies.

#15. Allergic Reaction/ Food Poisoning: The food provided before and after the race

will be only handled by staff who have their Food Handlers Certificate. The food will

be sectioned off and kept at the right temperature to avoid food poisoning. In

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regards to participants having an allergic reaction, individuals must sign a waiver

before the race, which provides a space to list any food allergies. Participants will

assume to risk if they choose to consume certain foods they are allergic too.

K. Methods of Insuring Against Risk After careful consideration we have determined that none of our potential risks fall


L. In-‐Service Training

#13. Volunteers: SLO Running Co. will properly train and guide our volunteers

before and during the event. Each volunteer will be assigned specific tasks to

contribute to the overall goal of the event.

M. Public and Media Relations

#9. Trespassers: Our event will be highly publicized to the community encouraging

participation amongst all. With that being said, we have brought a lot of attention to

community members who are not participating to refrain from using the racecourse

as well as Dairy Creek Golf Course. If individuals should be on the premises staff,

volunteers, and security will be alerted immediately. If any shall pose a threat,

security will have them removed.

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N. Periodic Review – Short Term After careful consideration we have determined that none of our potential risks fall


O. Periodic Review – Long Term After careful consideration we have determined that none of our potential risks fall


P. Outside Specialists (Legal & Insurance) After careful consideration we have determined that none of our potential risks fall


Part IV. Implementation After assessing all of the potential risks for the 5K Halloween Fright Night

Event, SLO Running Co. feels prepared and excited to implement this event again.

We used our prior knowledge from past events to improve upon our risk

management plan. With the help from staff, volunteers, and emergency services we

are confident that these potential risks will be lessened because we have thoroughly

evaluated each specific risk. What is foreseeable is preventable.

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Part V. References

Peterson, J.A. & Hronek, B.B. (2011). Risk Management for Parks, Recreation, and

Leisure Services (6th Ed.). Urbana, IL: Sagamore Publishing, LLC.

Documents

RPTA 342 Week 8 Blank Risk Management Plan