The what if manual 2014 update

The “What If?” ManualA Union Productions Guide to Risk Management

(updated 6/2014)

Risk Management ManualUpdated 06/2014

Tab le of Co nt ent s

Why is Risk Management Important? 2

Assessing Risks For Your Events 3

Emergency Procedures

• Medical Emergencies 4

• Security/Crisis Assistance 5

• Disaster/Weather Emergencies 6

• Maintenance Emergencies 7

• Fire or Smoke Related Emergencies 8

• Bomb Threats 9

• Mental Health Concerns 10

Alcohol and Drugs 11

Important Contact Information 12

Final Tips and Tricks as You Plan 13

A Note About the Cover:

The “What If Machine” was a device designed by Professor Farnsworth in season 2 of the Matt Groening cartoon Futurama. He designed it with the goal of being able to ask “what if” questions, and the machine would play out the scenario.

It is our hope that this manual will do the same thing. While we hope to never have to deal with any of the emergency situations detailed in this manual, we hope that these tips will help the scene thatemerges at the event be an orderly, safe, and properly prepared for one.

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Why Is Risk Management Important?

At any event, activity, or gathering of people, there is always the possibility of risky behavior or scenarios. By planning for these risks ahead of time, we can deal with these possibilities before they happen, at which point we shift from managing risks to managing crisis.

When one things about a risk that can turn into crisis, what comes to mind? Big emergencies, scary ones- like the bonfire at Texas A&M, or the shootings at Virginia Tech. But they can also be much smaller than that! The risk of someone getting hurt at an event, or equipment failure, or rain for an outdoor event, can be planned for just as carefully as a large scale emergency like a fire or flood.

The contents of this manual have been pulled from emergency procedures for the Oglesby Union, the Division of Student Affairs, and from Florida State University overall. By following these procedures to deal with risk, we ensure that we are doing what the institution would like us to do to protect the safety of students, faculty, staff and community members when we present events.

But as the cartoon might imply, planning for risk doesn’t necessarily mean we have to keep people from doing anything! It just means that if we have something risky, we haveto know how to do it safely, and what to do if the situation becomes unsafe at any point.

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Assessing Risks for Your Event

When considering what could possibly happen at an event, consider these concerns based on how likely they are, as well as how big of an effect they’ll have on the event if they happen. If there are a lot of risks to consider, there should be a way to decide which ones are the most important to plan for. The chart below lists a few categories of risk:

Examples of Each:

• Low Impact, Low Probability: an event attendee getting injured (minor cut/scrape)• High Impact, Low Probability: unexplained power outage• Low Impact, High Probability: people tripping over cords, a vendor coming late• High Impact, High Probability: rain/other inclement weather at an outdoor concert

The impact that any of these risks has on our event is also determined by how prepared we are to respond to these issues. The more detailed plan there is, the easier these shifts in routine are to deal with, and the less impact they have on the overall success of an event. Always remember that you have support in the professional staff and graduate advisors in the office- we’ve done what you’re doing, and can help! But the goal of this manual is to help you think of these risks for yourself, and determine thebest way to handle them for your events.

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EMERGENCY PROCEDU RES

MEDICAL EMERGENCIES

What If…someone is injured in a manner that FirstAid can be applied?

1. Survey the scene and secure/clear the area if needed.

2. Stay with the victim and send someone nearby to notify the Event Manager. Have another person call 644-1234 (FSUPD) to have Medical Response Unit called out. Have a staff member notify a Guest Services building manager as well.

3. Administer medical care only if you are currently CPR/First Aid certified.

4. Stay with the person until medical help has arrived.

What If… someone is injured in a manner that First Aid will not be enough?

1. Check scene for safety, being sure to block it off and/or redirect other event attendees if necessary.

2. Have someone nearby contact FSUPD immediately by calling 644-1234 or 911.3. Ensure that the Event Manager, professional SAC staff member working, and a

building manager of the space that the event is in are aware of the injury. Send someone to Guest Services on the 2nd floor to have them bring an AED.

4. Stay with the injured party until FSUPD or other help arrives.5. Administer medical care only if you are currently CPR/First Aid certified. Allow

emergency medical personnel to take over once they arrive.6. Obtain the officer’s name, and allow the officer to take care of the injured person.7. Make sure that all details are reported to the Event Manager and building

manager of the space the event is in; these details will be essential to reports they have to complete.

HOW TO PREPARE FOR MEDICAL EMERGENCIES

Ensure that a fully stocked first aid kit is present at ALL events. If we are in need of any supplies, please make sure that a note is made in the event manager report, so that an advisor can ensure that these items are restocked.Have Medical Response Unit present at all major/riskier events, to ensure that help is not far if something were to happen.Have emergency numbers for building managers, event managers, professional staff, andFSUPD at the ready in case of emergency.

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SECURITY/CRISIS ASSISTANCE(Including campus disturbance, riot, illegal entry with or without a weapon, or workplace violence/assault)

What If…someone is acting oddly for the setting, or is someone at an event is threatening to hurt himself or others?

1. This is an instance to refer to professional staff, but also notify the event manager and the building manager.2. Ensure that 911 is called. 3. If safe and possible to do so, try to remove any items that the victim

could use to hurt themselves.4. Block off the area where the incident is taking place, and redirect other event

attendees around that area.5. Make sure that those who are documenting the event (event managers, building

managers) have the information needed to document the incident).

DO NOT PUT YOURSELF IN HARM’S WAY! Let FSUPD and the professionals do that.

HOW TO PREPARE FOR SECURITY/CRISIS ASSISTANCE

Make sure you have the numbers for 911 and for the Victim Advocate program available. There is a possibility that the person in question will not want the police involved. If that is the case, make sure to also offer the assistance of the anonymous Victim Advocate Center.Be prepared to cede control of the situation to professional staff. If a staff member is on call, thisis an instance to summon them to the event, even if they are off campus.

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DISASTER/WEATHER EMERGENCIES

What If…there’s a weather emergency or a disaster during my event?

Note: If the weather/disaster notice is sudden, there is a possibility that those outside will seek shelter in a space where an event is being held. Work with the event manager, professional staff, or TPD officer on duty (if applicable) to ensure that this is done safely.

1. Determine where all staff is and work with the event manager and professional staff to ensure that they are informed of the situation and moved to safety.

2. Inform event attendees (and vendors/talent, if applicable) to either move to the event weather

backup location (if outdoors), or away from windows and doors to the center of the space (if indoors). Make sure that only stairs are used- no elevators!

a. In the event that evacuation requires going to the basement of the Union (i.e. a Tornado Warning for Leon County), make sure to lead patrons there with the help of other event staff and professional staff.

3. Along with event staff, take note of any ill, injured, or disabled students who need help getting to the safe location; do your best to assist them.

4. Gather flashlights, batteries, and any other emergency equipment (i.e. weather radio, walkie talkies, etc.) that may be needed.

5. In the event of an evacuation, ensure that all exit areas, such as stairwells or hallways, are kept

clear to allow for easy movement.6. Make sure that those who are documenting the event (event managers, building


HOW TO PREPARE FOR DISASTER/WEATHER EMERGENCIES

Make sure to have a backup rain space for all outdoor events, no matter how likely it seems that it might rain. Its Florida- it’s always possible!If in the Union, know how to get to the basement from whatever location you’re in. If you’re in another venue, make sure you know what their evacuation location is- and how to get to it. Ensure that an emergency kit is at all events. If any supplies are missing or need replacement, please make sure that a note is made in the event manager report, so that an advisor can ensure that these items are restocked.Know the forecast for the day of your event. If a rain call is to be made, make sure that guest services setup knows of the venue change, and that signage is

appropriately posted and theFacebook/Twitter updated to let event attendees know.

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MAINTENANCE EMERGENCIES(Including power outages, elevator emergencies, plumbing issues)

What If…we have a maintenance emergency during the event?

1. Contact either the maintenance supervisor (during normal operations hours) or the building manager of the space the event is being held (after hours) and report your location.

2. If neither responds, contact FSUPD at 644-1234.3. If necessary and possible, distribute flashlights

to staff to ensure that all have light and can move about safely.4. Assist all event patrons, vendors/talent and staff to designated staging area.5. Wait for an all clear to return to the event space.6. Make sure that those who are documenting the event (event managers, building


HOW TO PREPARE FOR MAINTENANCE EMERGENCIES

Make sure that a space has been designated to evacuate to, and that all staff know where the designated space is. This way, when an evacuation is necessary, there will be no scrambling over where to go.Ensure that an emergency kit is at all events. If any supplies are missing or need replacement, please make sure that a note is made in the event manager report, so that an advisor can ensurethat these items are restocked.

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FIRE AND SMOKE EMERGENCIES(Including but not limited to fire, smoke, explosion, or chemical spill emergency)

What If…there’s a fire at or near my event?

If you discover fire or smoke:

1. Activate the closest fire alarm pull station.2. Immediately exit the building, making

sure that as many others (staff, volunteers, attendees) exit safely as well.

3. Close doors behind you if possible, but do not lock them.4. Call 911 from the nearest safe phone or activate a blue light call box.5. Gather outside at a designated area away from the building. Try to avoid crowds

gathering in the Union Courtyard and ask others to avoid traveling through the Union. DO NOT RE-ENTER THE BUILDING until you are given the all-clear from FSUPD or building management.

If the building fire alarm is activated:

1. Walk to the nearest exit.2. If leaving a higher floor, DO NOT use elevators- use the stairs.3. If able, please make sure those with special needs are assisted out of the building.4. If you suspect that others are trapped or still inside the building, call 911 from

the nearest safe phone or cell phone.

If caught in smoke:

• Drop to hands and knees and crawl toward the nearest exit (because heat rises, breathable air will be near the floor).

• Stay low, and allow the smoke to rise to the ceiling.• Hold your breath as much as possible.• Breathe through nose, use a cloth or clothing as a filter over the nose and mouth.

If use of a fire extinguisher becomes necessary:

• Pull the safety pin from the handle.• Aim at the base of the fire.• Squeeze the trigger handle.• Sweep from side to side at the base of the fire.

HOW TO PREPARE FOR FIRE EMERGENCIES

Decide on a designated evacuation space for each space you’re in. Know the fastest and safest ways to exit the building- if one way is blocked, do you know another way out?Make sure that you know how to locate, and safely and properly operate the fire extinguisher in

any space where an event is being held.

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Risk Management Manual

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BOMB THREAT EMERGENCIES(Much of the information here applies to if a bomb threat is called in. The evacuation procedure looks very similar to that of a fire or maintenance emergency.)

What If…a bomb threat is called in (either during an event, or to my office phone during the day)?

If a bomb threat is called in and you answer the phone, follow the following guidelines to help you identify the threat:

1. Keep the caller on the phone as long as possible.2. Attempt to quietly notify a staff member who can call 911, and have that person contact Union

Administration as well.3. Attempt to ask the following questions:

a. Where is the bomb?b. When will the bomb go off?c. What type of bomb is it and what does it look like?d. Why was the bomb placed?

4. Record the date and time of the call.5. Attempt to identify the age and gender of the caller.6. Take note of the caller’s speech pattern (fast, slow, stutter, nasal, raspy, loud, soft,

etc.), and take note of the background noises on the call (are they outside? In a car? Clear? Static?)

7. Pay attention as to whether or not they appeared familiar with the FSU area, and the venue to which they are referring.

8. Once completing the call, immediately notify FSUPD, any building managers or Guest Services staff, and other administrative staff who would need this information

9. Follow FSUPD instructions and make sure all guests are out of the facility. Follow the evacuation procedure listed for fire emergencies.

10. Make sure that all details are reported to the Event Manager and building manager of the space the event is in; these details will be essential to reports they have to complete.

HOW TO PREPARE FOR BOMB THREAT EMERGENCIES

As with fire emergencies, make sure that you and the staff of the event know the designated evacuation location in case a bomb threat is called in.Have a pad and writing implement (pen, pencil) near the phone in case of a need to record details of a phone call.


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MENTAL HEALTH EMERGENCIES(Including concerns of substance abuse, attempted suicide, delusions/hallucinations, overwhelming grief, depression, anxiety or anger that could result in physical or psychological harm)

What If…someone has a mental health emergency while I’m working?

If the person is a student:

1. This is an instance to refer to professional staff, but also notify the event manager and the building manager of the space the event is on.

2. Contact the University Counseling Center at 644-2003, and ask to speak to a counselor on duty

to help you through the situation.3. If they refuse help from the UCC, contact FSUPD, indicate the concern and ask

them to come to the location to help stabilize the situation.

If the person is a faculty or staff member:

1. This is an instance to refer to professional staff, but also notify the event manager and the building manager of the space the event is on.

2. Contact the Employee Assistance Program at 644-2288, and ask to speak to a counselor on duty

to help you through the situation.3. If they refuse help from the EAP, contact FSUPD, indicate the concern and ask

them to come to the location to help stabilize the situation.

Regardless of who the crisis is happening to:

1. Speak to the person in a calm tone if they seem agitated. State that you are trying to get help for them.

2. Leave the space if possible (if not possible, send someone on your behalf) to call 911.3. If you do not get a response from the UCC or EAP, call FSUPD or dial 911 for assistance.4. Always avoid criticizing, sounding judgmental or offering advice outside your area of expertise.

Ask a staff member for help if you need help!5. Make sure that all details are reported to the Event Manager and building

manager of the space the event is in; these details will be essential to reports they


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have to complete.6. Contact the Dean of Students Department to follow up on the situation at 644-2428.

HOW TO PREPARE FOR MENTAL HEALTH EMERGENCIES

Know the resources. The University Counseling Center and Victim Advocate Program are both two great campus resources that can help you to deal with these types of situations.Know your limits. If you are at a loss for what to say or how to deal with a situation, do no t g u e ss . Ask a professional staff member or FSUPD for help.


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ALCOHOL AND ILLEGAL SUBSTANCES(Including overconsumption and possession)

What If…someone has too much to drink and needs medical attention or is thought to be in possession of illegal substances?

Alcohol overconsumption:

If an individual seems to have over-consumed alcohol or another substance, make contact with the individual so see if he or she is okay and analyze the situation. Contact Medical Response Unit staff, FSUPD, or 911 accordingly. If the individual becomes disruptive, utilize methods for addressing “Disruptive or Aggressive Individuals” in this manual.

Controlled or Illegal Substances:

Contact FSUPD to address the situation immediately.


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Important Numbers To Know

When in an emergency situation, it is essential to know who to call for help. Make sure that you have these numbers in your phone- they will be invaluable in a crisis situation!

Department Number What to Know

Guest Services 644-6083 Call for backup when an emergency happens in the Union.

Emergency 911

Call when FSUPD is unreachable for any reason.

FSU Police Department 644-1234 Call for backup at the first sign of an emergency.

Victim Advocate Program 644-7161 Call when a student has been victimized (attack, rape, etc.), offer this number to a victim if they don’t want the police contacted after an incident- let them know it is confidential.University Counseling Center 644-2003 Call when a person is acting strangely (according to the criteria for a mental health emergency), or if you are concerned that they could harm themselves or others.

Environmental Health and Safety

644-6895 Call them if you have any questions about possible risks at an event, and for more information about fire safety.

Refuge House 681-2111 A 24-hour rape crisis hotline

Poison Control 800-282-3171 Call if someone has ingested something poisonous (in addition to calling FSUPD or911)Leon County Sheriff 922-3000

A variety of citywide resources, should those on campus be exhausted at any point.

Tallahassee Police Department 891-4200

Tallahassee Memorial Hospital 431-1155

Tallahassee Regional MedicalCenter

656-5000


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Final Tips and Tricks as You Plan

Here am including a list of risk management factors to consider as you plan your events, and prepare for them to arrive. Know that advisors are always available for questions or concerns, but the assessment of “what if?” should start with you!

(Adapted from Bart Jutte at ProjectSmart.co.uk)

Rule 1: Make Risk Management Part of Your Project

Yes, it’s far from the most fun part of planning an event. And yes, it can be overwhelming or even scary to think about the possibilities of what could go wrong at an event. But you’ll be glad you did when you either (a) don’t have to use the plan, meaning an event has gone well, or (b) you were able to effectively handle a risky situation because you were prepared. So embrace the process and you’d be surprised the benefits that will come from that!

Rule 2: Identify Risks Early in Your Project

From the moment a project is confirmed, start thinking about the possibilities you will have to plan for. Check the weather if possible. Know the emergency plans for the space in which the event is being held. Make sure all staff is informed of the contents of this manual. By thinking about these risks early, they can be prepared for early. And that means no rushing, no overlooking, and nobody will be unprepared!

“Are you able to identify all project risks before they occur? Probably not. However if you combine a number of different identification methods, you are likely to find the large majority. If you deal with them properly, you have enough time left for the unexpected risks that take place.”

Rule 3: Communicate About Risks

Once you’ve determined the risks you’ll encounter, don’t stop there. Let people know about them. Communicate any possible night-of risks to the event manager, to staff working the event, and to professional staff supervising the event. If the risk is large enough, you may want to also inform outside entities that we work with, such as Guest Services, TPD, or FSUPD. The more informed everyone is, the more smoothly the response will go if we are called upon to act in an emergency.

“A good approach is to consistently include risk communication in the tasks you carry out. If you have a team meeting, make project risks part of the default agenda (and not


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the final item on the list!). This shows risks are important to the [event planner] and gives team members a "natural moment" to discuss them and report new ones.”

Rule 4: Consider Both Threats and Opportunities

We always think of risks as a bad thing- something could catch fire, someone could get hurt or sick, etc. But there are also good risks that could come across. Why do we have TPD at highly attended concerts? Because there will be so many people interested in the event that it could get unsafe. Make sure that you see the good in the risk planning you’re doing- it’s there, we promise


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Rule 5: Clarify Ownership Issues

Identifying what risks could happen at an event is a start, but it’s certainly not the end of the conversation. Say one of the risks actually happens. Who is responsible for making sure that procedure is followed? Will staff defer to an event manager? To professional staff? To FSUPD? Make sure that you know who is going to take care of what in the event of an emergency. That’s why the “Contact” column exists on the day of show form- to ensure not just that tasks are listed, but who is responsible for each task. Every event should include a point person for risk management.

Rule 6: Prioritize Risks

The table at the front of this manual shows how to do this, but get in the practice of figuring out what risks are most likely, and which ones are going to have the biggest effect on your event. Could a tsunami happen? Well, sure. But how likely is it? You should be prepared for those earth shattering interruptions, but be just as prepared (or more so!) for the little things that happen so often.

Rule 7: Analyze Risks

Once you know what risks are possible for your event, look more closely at them. What could cause them.

Example: “Say I’m concerned about crowds getting rowdy at an event. What might cause that? A lack of line control? The amount of time people have to wait in line?”

Don’t think of a risk as something you don’t have control over. Think of a risk as something to deconstruct, to find the cause of.

Rule 8: Plan and Implement Risk Responses

When you have the cause of the risk, you can find ways to deal with it. There are three main ways to deal with risk:

• Minimization: doing what you can to lessen the risk (in the case of the example, that would be using stanchions or having extra staff to direct a particularly long line)

• Avoidance: not dealing with the risk (in the most extreme case, cancelling the event)• Acceptance: understanding that the risk is there, and doing nothing (in the case of

the example, acknowledging the risk of a dangerous crowd and doing nothing to manage it)

The first method (minimization) is the most labor-intensive, but it is also the most responsible. It allows us to continue to do what we do, but also make sure that everyone


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can do it safely.

Rule 9: Register Project Risks

One of the great things about working on a program board with such a rich history is that traditions are established. Events like Local Covers and Winter Wonderland are yearly, where they were once just an idea for an isolated event.

That said, when an event is done regularly, the risks will start to look the same. If there is, for example, always a risk of tripping hazard when novelties are set up outside for Winter Wonderland, register that


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risk. That way, a programmer who comes along later will know to look out for that, and minimize that risk by taping down cords and covering anchor spikes for tents or inflatables.

Rule 10: Track Risks and Associated Tasks

In the same way you keep track of what risks are associated, keep track of who’s assigned to address those risks. Are there certain tasks that it makes sense for the production team to be in charge of? The event manager? The professional staff member? Say so, and keep track. That way, any events that turn out to be repeats (or ones that other schools want to bring to their campuses) have a clear path as to what to watch out for.

Best of luck, and plan well!

NOTES FOR FUTURE PLANNING:

This is where we’ll evacuate in the event of an emergency in the Union:

This is where we’ll evacuate in the event of an emergency in Ruby Diamond:This is where we’ll evacuate in the event of an emergency at the Civic Center:The Associate Director of Student Activities’contact information is:

The Assistant Director of Student Activities’contact information is:

The Graduate Advisor for Programming’s contact information is:


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Other Notes:

Education

The what if manual 2014 update