The Emergency Management Plan - Coursework Example

Table of Contents Table of Contents 1 Safety and Security 3 How we will address the safety of the event audience, performers, VIPs 3 Emergency access to the venue and emergency management required 3 Posts and first aiders 3 Fire Prevention Planning 4 Emergency Communications 4 Evacuation planning 4 Security requirement 5 Security and crowd control 5 Risk Management 5 Identifying the risks 5 Evaluation and categories risks 6 Risk minimization strategies 6 Contingency plan covering likely/potential risks 6  Approvals and Insurances required 7 Human Resources/Staffing Strategy 7 Organization chart 7 Selection and recruitment of staff 8 Strategies for training volunteers 8 Strategies for motivating and retaining volunteers 8 Brief Job description 9 Job requirement 9 Fair employment 9 Assessment of current employees’ skills 9 Event trends 9 Work breakdown structure 10 Bibliography 11 Safety and Security How we will address the safety of the event audience, performers, VIPs The safety if the event audience, performance, VIP and personnel comprising of first aid control is the main focus during the event. In this regards, to guarantee safety of the public, we ensure that we have the following; Emergency access to the venue and emergency management required Posts and first aiders The first aid posts will be correctly staffed and equip with all the appropriate first aid material and will be visible in every corner of the event. The number of post will depend on the size of the event and the division of the two occupancy will be applicable. There will be a standard level of safety that is provided by first aid team with the least first aid being level 2. The table below from St John’s Ambulance Australia will act a reference in establishing the correct requirements for our event (Art in the park) and will be executed in consolidation with the first aid provider’s services personnel (Henry, 2011). patrons first aiders first aid ROOM(s) 501 3 2 1,001 5 1 2,001 7 4 5,001 9 2 10,001 13 4 20,001 23+ 3 Fire Prevention Planning The CFA will provide us with recommendation on the sign off on the fire prevention plan. We will guarantee that there will be enough fire fighting resources on site. We will source some commercial water tanker to act as a standby. The location of this fire equipment will be in the site but on a distinct fire prevention plan (Shone, 2004). Emergency Communications Where an emergency will arise at the event, the emergency service staff as well as those charged with the accountability for controlling the matter to have an effective communication with each team member will have effective communication skills with event security, delegations from outside the venues at the command centre and the top level event personnel. Where it is anticipated that substantial crowd will be in attendance, will deem determining the onsite emergency harmonization centre where delegation from emergency services, first aid, and security as well the event might centralize activities, control combinations and matters that may arose. The location of the centre will e concluded in consultation with the delegation from the emergency service and will have a backup power supply with more than two system of combination in use. The extinguisher will be confirmed to be appropriate for the location; the generator will have a chemical extinguisher within the proximity (Lesley, 2011). Evacuation planning The Emergency Management Plan will provide an evacuation process by ensuring that there are sufficient gates in standby in order to ensure people exit the venue very first and safe to the assembly area. The site plan will provide location of the gates with every gate having staff guarding the gate or being accountable who is in radio contact and well conversant with the evacuation process, where the gates are locked, the person on the gate will have a key and will not leave the position till they are relieved and keys Hinder over to incoming security personnel in the gate. Security requirement Security and crowd control There is need to ensure that their proper security and crowd control in this event since, we anticipated to have more than 2000 crowd in attendance. We will thus engage the security company to control the crowd, the more the policy that will be used in the event is the security guards for the first 100 patron and afterwards, one guard for every 100 patron, nevertheless, there might be a high ow low ratio provided by their licensing board such as the liquor licensing Victoria police (Evans, 2012). We will seek advice from the security company to describe the duties of the security personnel, the number and hours to work as well as their general stand in the site, the number of security personnel, their duty and their position on site will be established by the police and the private security firm since, we will heavily depend on the private security firms for the security and safety of the place. Our policy will always to ensure that the attitude of the security personnel to be welcoming and professional at all times during the period of the events with the key duty of being in control, cash as well as assets safety of the public. Risk Management Identifying the risks The risk in the event is the effect of moving vehicles within the venue of the event, more Specifically the location of the main entrance is just opposite the road and hence, we deem that there is high risk of accident happening at the main gate. Evaluation and categories risks The risk is consider as average since, we will have some hired security guards who ensure that their safety of people crossing the road on interval basis and instruct the traffic police patrol to be on site just to ensure that there is no traffic jam and at the same time ensure that people crosses the road to and from the event venue (Tellis, 2008). Risk minimization strategies Technical risk Cost risks Schedule risk Placing more emphasize on team support and getting rid of standalone event layout Increasing the frequency of event control Increasing the frequency of event control Increasing the event managers authority Using the work break down structure and critical path method Using the work break down structure and critical path method enhancing problem handling and effective communication Improving the communication , event objective comprehension as well as enhancing teamwork selecting the very experienced event manager Increasing the frequency of event control Increasing the event manager control   Contingency plan covering likely/potential risks Plan for Unplanned event ·         Enabling faster response to the event emergencies ·         Focusing on high priority aspect of the event security and safety Planning for disaster ·         Worth in having many sources ·         Redundant security system and off-setting the back up Scenario testing ·         Effect of environmental changes will lead to evaluation in granularity at the time of planning ·         Taking corrective actions to the matter Positive/negative event ·         Planning for meeting the growth in demand ·         Planning what if the contracted security supplier fails to turn up for the event  Approvals and Insurances required The event team upheld a detailed insurance; hence, entire event is covered. Nevertheless, the event team that not officially affiliated with the sponsors of the team will be forced to provide a certificate of liability insurance with the least coverage of$1 million before the day of the event or buy the liability coverage through the event team. The event liability insurance is mandatory for the art in the park event. The event director assign just waive the requirement where it is established that the event depict nominal risk to the audience. When the liability insurance is needed it will be the duty of the event planners through either a certificate of liability insurance policy from the hosted event planners that indemnify the audience of the event in the purchase of event unique liability insurance through an insurance company. The event personnel will provide support to the hosted individual utmost in the process (Triantis, 2015). Human Resources/Staffing Strategy Organization chart The following is the event organization chart Selection and recruitment of staff Staff planning is procedural to guarantee that the event planners has the correct number of staff with the correct aptitude to under the even t needs. This takes into account both the external and internal changes as well as it should be integrated with the human resource planning with the event plan (Lesley, 2011). The following are the list that explains the many procedure that is required to create a staff planning program for the art in the park event; Strategies for training volunteers The training session for volunteers will be planned and executed on the bassis of deprtament and emrnecies. This will comprise of ascertaining the areas that is need of emergency and providing imidate training services to volunteers to handle that part and also focusing on the departmenta; staffing just to ensure that every department hve suficnet vo,utneer staffing in order to manage the event pouaptio well. Strategies for motivating and retaining volunteers To retain the volunteers, we will focus on providing incentives such as T shirts with branded events objective, encouraging them to contribute in decision making as well as employing those volunteers are qualified and also provision of job oportunties placement in other institution after the event is over. This incentive will ewncourage more volunteers in to the event as well as encourage retettion of thje existing volunteers in the event. Brief Job description Developing a job description with input from the executive Job requirement Developing a comprehensive as well as important sets of job needs with the executive. The information might be useful in determining whether the qualified candidate current exists or if they might be created within the event plan prior to recruiting the candidate for the job. Fair employment To get rid of unlawful screening of interviewees, the list of job’s duty that is described by just what the appropriate duty is, not the manner to which the duty is office exerted in the event. Assessment of current employees’ skills We will collect aptitude information from the workers to aid in finding the qualified internal candidate prior to recruiting from external. Event trends We will consider to key matters in exerting the event trend; the internal changes and the external factors. Internal changes like the change in work shift during the event, the labor force demography and the downsize as well as external factors like legislation with regards to art in the park event will be deem appropriate (Lesley, 2011). Work breakdown structure Bibliography Evans, N. (2012) Strategic Management for Travel and Tourism, London. Henry, A. (2011) Understanding Strategic Management, London: Cingage Learning. Kurian, S. (2005) The Relevance of Behavioral Event Interview, New York. Lesley, M. (2011) Sustainable Event Management: A Practical Guide, London: Cinage learning. Shone, A. (2004) Successful Event Management: A Practical Handbook, New York: Springer. Tellis, A. (2008) Strategic Asia 2008–09: Challenges and Choices: - Page 376, New York: Cingage Learning. Triantis, J. (2015) Navigating Strategic Decisions: The Power of Sound Analysis , London. Read More