Risk Management for International Meeting Planners

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Risk Management for International Meeting
Planners

• Bruce McIndoe, CEO
• iJET International, Inc.
• Bruce_at_ijet.com

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Session Abstract

• Participants will learn
• Megatrends driving frequency of incidents
• Need to apply risk management to meetings
  events
• How to take a systematic, risk management
  approach
• The components of a risk-management program for
  meetings events.
• Importance of location and venue selection
• Need for an Emergency Plan Training
• How to handle emergencies that occur during a
  meeting

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The Most Dangerous Place in The World??
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Escalating Global Threats
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Boston Bombings
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Behind the Headline Issues

• Infectious Diseases (Avian Flu, Norovirus)
• Weather Issues (flooding, ash clouds )
• Strikes (airline, hotel, transport)
• Local Crime (assaults, robbery, etc.)
• Major Events Sports, Demonstrations, etc.

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Optimal Response Time

• The longer it takes an organization to respond to
  an incident or opportunity, the greater the
  risks and costs.

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Preparedness Impacts Response Time
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Travel Meetings Risk Management Program
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Cross-Organizational Integration
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10 Key Process Areas
Policy/Procedures
Overarching KPAs Management
KPAs Infrastructure KPAs
Training
Risk Assess-ment
Risk Disclosure
Risk Mitigation
Risk Monitoring
Response
Notification
Data Management
Communication
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Measuring your Program Maturity Level
Program integrated throughout organization.
Optimized (5)
Metrics collected and reviewed.
Cross-organization support.
Managed (4)
Consistent execution of travel risk management
processes.
Proactive (3)
Basic travel risk management policies defined and
documented. Primary focus on incident response.
Defined (2)
Ad hoc. Few policies. Chaotic in the event of
an emergency.
Reactive (1)
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Venue and Site Selection

• Higher Risk Area - Conduct Assessment
• What other events will be in the area?
• What other groups will be at the venue?
• Major political or social events?
• Transportation safety/security?
• Health concerns/infrastructure?

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Hotel Selection

• Fire and General Safety is Key
• Higher risk area - conduct assessment
• Focus on crime around the hotel
• Avg length of employee service?

• How long has GM been at the property?
• Get References

Image courtesy of Salvatore Vuono at
FreeDigitalPhotos.net
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Health and Safety

• Ensure the health and welfare of all individuals
  involved in or in attendance at the event.

Fire and life safety Occupational safety Crowd
control policies and procedures
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Security

• Sourcing, selection, and deployment of the
  personnel and equipment to be used to provide
  protective services and support
• Implementation and supervision of the appropriate
  command and control systems

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Emergency Management

• Acquisition and/or development of plans and
  procedures
• Identification and notification of the proper
  authorities, medical services, and other
  emergency responders.

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Handling Emergencies

• Preparation and Resources
• Training
• Communications (event team participants)

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Emergency Preparedness Plan

• Outlines a basic action plan to address and
  respond to emergency situations.
• Outlines the chain of command internally/externall
  y.
• Priority is human safety at all times.

Emergency Plans are not the sole solution but aid
in minimizing confusion and indecision
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Include in the Plan

• Limited or Loss of Communication
• Evacuation/Relocation
• Fire
• Medical
• Power Outage
• Bomb Threat/Terrorism
• Social Disturbance
• Civil Unrest
• Missing Attendee

• Flood
• Earthquake
• Tornado
• Hurricane
• Structure Collapse
• Toxic/Chemical Spill
• Infectious Disease
• Air Travel Disruption
• Information Breach
• Intruder

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Supporting Documents Event Specific

• Venue floor plan
• Vicinity map
• Attendee list with mobile phone numbers
• Emergency Contacts
• Special Needs
• Arrival/Departure manifest and Fly/Drive report
• Rooming list with room numbers
• Off-site activity reports

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Plan Communication

• Meeting/Event Owner
• Home Office Emergency Response Team/Security Team
• On-Site Staff and On-Site Security
• Attendees
• While Away contact information
• 24 hour emergency contact while in transit and
  while on-site
• Air travel emergency contact direct dial
• Indoor relocation area outdoor evacuation area
• Nearest Exit for all meeting rooms
• Evacuation route from guest room
• Pharmacy and Hospital information
• Hotel/Venue and Vendors

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Emergency Preparedness Training

• Train to avoid confusion in uncertain situations.
• Web based tutorials
• Intranet links to forms and reference material
• Quick reference card
• Regular reminders/updates
• Scenario based training

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What to take away
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Resources

• Bruce McIndoe, CEO
• iJET Intelligent Risk Systems
• Bruce_at_iJET.com