Event Management: Developing an ERP Model for Hazard Identification and Risk Assessment

This guide focuses on developing an ERP model for hazard identification and risk assessment in event management. It covers coordinating and communicating with other agencies, managing lost person reports, and creating a secure environment for events. Course code and college/university not mentioned.

Running head: EVENT MANAGEMENT
EVENT MANAGEMENT
Name of the Student
Name of the University
Author Note

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Introduction
The aim of the paper is to create an event environment that will be free from hazards. The
secure environment is referred to the one that is protected from future harm. This is the responsibility
of the event planner to construct an environment that will be free from hazards. This is the
responsibility to develop a plan that will be legally and ethically responsible and will contain a secure
and safe environment. The aim is to develop a plan for organizing the 2018 united way campaign
kickoff parade. The parade organized aims at having 5000 people. Thus it is necessary to develop a
plan that will include a better tracker for tracking the activities of the members participated in the
campaign. This report will develop an ERP model that will help to address the potential risks
associated with this event. The ERP that is going to be designed in the report will contain mainly 5
sections and will discuss risks associated with implementing this technology.
ERP TEMPLATE:
Section 1: Hazard identification and risk assessment
A - Hazards and Risks ( identify risks ad hazards associated with the event and what prevention
and reduction risk strategies have been identified to address the risks and hazards)
Hazard /Risk Potential Harm
or Loss
Probability Impact Prevention/risk
Reduction
Strategy( provid
e comments or
refer to plan in
section 2 –
emergency
response
procedures)
1. Bomb
risks
Will cause huge
destruction and
threat to human
life
Chances of area
getting affected
with bomb is
40%
high Bomb escorts
along with
volunteers for
evacuating the
area
2. Severe
weather
Will cause health
illness
Chances are 50-
60%
medium Energy drinks ,
water and food
courts are made
available for each
participant
3. Missing
person
Loss of person Chances are 60% high Loss person ERP
and lost person

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team are there to
proactively start
the search.
Section 2 – Emergency Response Procedures
A- Emergency Response Plan
Procedure/Plan Included Comments
Security Plan ☒ Yes
☐ No
Proper security plan is
included. This will
help to monitor
activity of each
children participating
the parade.
Evacuation Plan/
Crowd Management
☒ Yes
☐ No
Evacuation plan is
prepared so that in
case of emergency the
candidates participated
in the parade can be
evacuated.
Traffic Plan ☒ Yes
☐ No
This will help to
maintain the safety of
candidates while
parading.
Bomb
threat/Suspicious
Package
☒ Yes
☐ No
Police forces are hired
so that they can detect
problem from the
beginning itself.
Checking of each
package will be done.
Severe Weather ☒ Yes
☐ No
Preventive measures
are being implemented
in case of severe
weather
Equipment Failure/
Structural collapse
☒ Yes
☐ No
Backups are being
arranged.
Medical Plan ☒ Yes
☐ No
Medical team is being
assigned with proper
first aid box and all
necessary
requirements.
Event cancellation ☒ Yes
☐ No
In case the event gets
cancelled, the
organizational team
will inform everyone
about the changes
made before time.
Other ☒ Yes ☐ No Extra volunteers are
being arranged for

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taking care of the
children.
Other ☒Yes ☐ No Foods are arranged
along with energy
drinks.
Other ☒ Yes ☐ No Emergency vehicles
are arranged.
Section 3- Emergency Response Plan Template (for each identified risk, hazard and procedures
requiring a plan, fill out the fields in the given template)
Risk (e.g. bomb threat, severe weather, missing person) Bomb threat
Activation ( what triggers the plan to take effect) Once the area is being detected with
bomb, it is the responsibility of the volunteers to evacuate the location
Notification (who/what agencies need to be notified) The agency will notify the bomb escort team, the
volunteers and the managers.
Responses (actions to take, resources to utilize, cancellation policy) once the bomb is detected in the area
the volunteers need to evacuate the area. Even after analysing this risk the organization can cancel the
program arranged.
Communications (what messaging needs to be provided to event staff, public, emergency responders)
the event staff needs to be quick while evacuating the area. Apart from these the emergency responders need
to take care of the area.
Safety (what protective actions to be taken ) evacuating the area within time, taking care that
everyone is being evacuated successfully
Deactivation (what needs to be done to return the event to normal operations) once the bomb is being
safely evacuated the organization can resume the program again on the same day or on next day.
Risk (e.g. bomb threat, severe weather, missing person) Missing person risk
Activation ( what triggers the plan to take effect) once a person is identified missing
by the lost person ERP
Notification (who/what agencies need to be notified) lost person team gets notified
Responses (actions to take, resources to utilize, cancellation policy) once a child is being found missing
the volunteer’s starts the searching process and with the help of Lost person ERP number they can contact
their manager.
Communications ( what messaging needs to be provided to event staff , public ,emergency responders) once
a child is gone missing , the organizers need to inform the lost person ERP and from there the searching
process will be executed.
Safety (what protective actions to be taken) In order to search for the missing person, it is necessary to
coordinate with the volunteers. The volunteer team will start the search for the lost individual.
Deactivation ( what needs to be done to return the event to normal operations) the event can be continued
or there is no need to stop the event, as the lost person team will search.
Risk (e.g. bomb threat, severe weather, missing person) Severe Weather
Activation ( what triggers the plan to take effect) once the weather is being detected going
against the plan
Notification (who/what agencies need to be notified) the evacuation team will evacuate the
area in adverse cases
Responses (actions to take, resources to utilize, cancellation policy) in case heavy rain occurs or

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suddenly the humidity increase, the preventive measures are needed to be kept along. In case of
excessive rain there’s a need of having sufficient umbrella and in case of excessive humidity their
need to have energy drink stalls.
Communications (what messaging needs to be provided to event staff, public, emergency
responders) the event staff needs to be ready with juices , energy drinks , umbrellas
and sufficient amount of water.
Safety (what protective actions to be taken) in case any candidate falls week they are needed to
be supplied with water and energy drinks.
Deactivation ( what needs to be done to return the event to normal operations) there is no need
to stop the event
Section 4- Coordination and Communication
A- Coordination and Communication – Complete the incident Command System
Organizational chart with the name of the person, organization, primary phone number and
email. (Depending upon the size and nature of the event, one person may have more than
one role) or submit a separate diagram and phone list.
Event Incident Commander: the person in overall change of the event
Liaison Officer: Primary contact for supporting agencies of the event
Safety Officer: Monitors safety conditions, assesses hazardous and unsafe situations

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Risk Management Officer: Assesses, monitors and evaluate potential risk. Investigates takes
actions and rectifies situations as appropriate.
Operations section chief: directs all event operational resources
Planning Section Chief: tracks resources and collects information, maintains documentation
Logistics Section Chief: Obtains the resources needed to run the event
Finance and Administration section chief: monitors costs related to run the event vendor and
contract coordination
Venue leader: Coordinates activities at a specific venue
Section B- Communication with other Agencies
Cell phone Radio Other
Volunteers 67829930 RADIO 108.9
Public address to event
participants
76829188 RADIO 58.9
Public address to
general Public
33526810 RADIO 79.0
Emergency services 678392921 RADIO 78.2
Other
Other
Other
Section 5 – Large event emergency medical allocation form
Please complete the following questions. Upon completion, count the point value beside each of your
answers. The total value will determine the risk level of your event. The risk level will determine the
required medical resources at your event. If in doubt between two answers, always choose the answer
with the higher point value.

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Category Criteria Points
1. Number of people attending ☐<1000
☒1000-5000
☐5000-10,000
☐10,000-50,000
☐>50,000
1
2
3
4
5
2. Location of Event ☒ Outside/Open Area
☐ Outside/Confined
Area
☐ Inside/Open Areas
☐ Inside/Crowded
Area
1
2
3
4
3. Pyrotechnics/Lasers/Light/show/Stage/Floats/
Amplified Music
☐ No
☒ Yes
0
1
4. Media present at event ☐ No
☒ Yes
0
1
5. Presence off VIPs, i.e. celebrities, politicians ☐ No
☐ Possible
☒ Yes
0
1
2
6. Possibility of drugs ☒ Unlikely
☐ Possible
☒ Yes
1
2
3
7. Alcohol availability ☐ None
☒ Restricted (not
solid on site, available
from nearby vendors)
☐ Readily available
(Sold On site)
1
2
5
8. Season of event ☐ Spring /fall
☒ Summer/ Winter
0
1
9. Location of event ☒ Within city limits
☐
Rural/Remote/Industri
al
1
2
10. Location of event and accessibility ☒ Near or on major
roadway
☐ Not on a major
roadway or remote
access
1
2
11. Risk of event activity ☒ Low ( classic
music, children’s
concert , family events
and shows)
☐ Medium (amateur
sport, festivals)
☐ High (rock concert,
EDM , professional/
extreme sports –
MMA, fight, Monster
Trucks)
1
2
3

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Point
Total - 12
Minimum
-7
Maximum
- 29
Sign Off
Completed by: Date:
Telephone: Email:
Lost person report
This report will help to manage the people and locate the lost person. This plan is developed
basically with the aim of providing better security and care towards the children participating in the
parade. Once it is being confirmed by the coordinator that a person is lost, it is the responsibility to
the executive to inform this fact to the lost person tent. This is the responsibility of the staff member
to understand and analyse the condition based on two scenarios. There is a lost person ERP call no
that will be used once a person is reported lost. The contact number provided for emergency help
given is 911 or 403-266-1234. Once the guardian states that their child is lost, this is the responsibility
of the lost person team to work proactively. Secondly in case a missing person is being address by any
one present in the parade, a Found Person ERP call is being initiated 403-266-1234.
There are basically two ERP related to lost person report that are needed to be focused for
performing the parade successfully. This includes Lost Person ERP and Found Person ERP.
Lost Person ERP
The parade includes children from different age groups. Thus, the security factor becomes an
important concept and needed to be considered as the main aspect. In case a child goes missing, it is

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the responsibility of the search team to manage the security team. The responsibility comes to the site
manager to inform the security staff and other addition volunteers so that they can start the search
procedure. The communication process is followed with the help of chart. This is the responsibility of
the site manager to assign staffs, volunteers and security to take care of each and every individual and
to report as soon as possible if a child is found missing. This process needs to be continued until the
lost person is being located and is being handover to their parents safely.
The risks associated with lost person are risk off violence, sexual exploitation, getting involved in
crime, victimisation. This all risks are likely to get generated while a child goes missing from a
parade. In order to overcome this risk it is very necessary to proactively contact with the lost person
team. The team will guide and instruct their volunteers to start the search procedure.
Found person ERP
This will get activated in case a child is found by any volunteer. This is the responsibility of
the volunteer to gather information from the child and look for their guardians. Once the parents of
the child are being addressed, the child are being released to them. Before handover of the found
individual it is necessary to verify the credentials and once the credentials are being matched the child
can be released. With the help of announcements the guardians can be reunited easily.