Risk Assessment and Management Report: Asian Delicacies Festival 2019

This report provides a comprehensive risk management plan for the Asian Delicacies Festival 2019, held in Victoria Park, Hong Kong. It identifies key potential risks, including adverse weather conditions, food poisoning, issues related to crowd management, the possibility of booth collapse, and attendee health concerns. For each risk, the report details the probability of occurrence, potential impact, and suggested mitigation measures. These measures include preparing for bad weather with equipment covers, backup locations, and communication protocols; ensuring food safety through verified caterers and hygiene stations; managing large crowds with pre-event planning, volunteer teams, and clear signage; constructing sturdy booths and implementing emergency response plans; and providing medical support and emergency stations for attendee health issues. The report emphasizes the importance of pre-event planning, emergency response teams, and adherence to health and safety regulations to ensure a successful and safe event. The report also addresses medical and welfare provisions, communication plans, and considerations of legal and regulatory compliance, alongside the income and expenditure budget.

Asian Delicacies Festival Risk Management
This report has been prepared for risk management planning for the Asian Delicacies Festival
2019 that would be carried out on 7th and 8th September 2019 in Victoria Park. Major risks
that have been identified in the case include bad weather, food poisoning of people,
uncontrolled flow of people a the even, collapsing of booth, and feeling of bad health by
attendees. The assessment of these risks with the suggested measures to avoid them or
mitigate their impacts are provided.
Bad Weather
The people would be enjoying at a camp site where they would be provided with the facilities
to eat at leisure. The campsite would be an open ground which is exposed to the possibility of
bad weather. If on the day of the event, weather is bad then it can have risks for the safety of
the individuals attending the event. This type of risk would have low probability of
occurrence as before planning the dates of the event, weather forecast has already been
concerned and the days are expected to be good in weather. However, even in the case of less
probability of occurrence, the impact can be major and thus, advanced planning to deal with
the situation is needed.
However, if the risk still occurs then it can cause damage to the place and result into the
spoiling of food items. This risk cannot be avoided but can be prepared for. If the weather is
bad, the people can get inside their camps or places of shelter nearby that would be arranged.
Here are a number of measures that project team can take to remain prepared to deal with the
situation of bad weather:
 The team would have the covers ready for all the equipment’s used so that in the case
of weather disturbance, this equipment can be protected from the damage.
 An evaluation plan would be prepared by the project team which would also be
communicated to every one in the organizing team. In the case of any emergency like
this, the evacuation would be carried out as per the plan
 The project team would have a backup location allotted nearby which would be used
to house the people in the case of a weather problem. This place could be any room
big enough to house the event crowd and should be near the venue
 A weather proof shelter option would be installed at the event that would house the
crowd immediately in the case of weather fluctuations such as rain. The volunteers
would be guiding people to this shelter if rain happens and would help them with
required provisions of food and water till the weather is calmer and the event can be
resumed
 A communication protocol would be developed for the team of organizers to
communicate while facing emergencies so that the event attendees can be best
managed. Everyone would know what role to play in the case of emergency and
would use these protocols to ensure that the communication is smooth during the
emergencies like weather disturbance like rain or cyclone
Food poisoning
People who are consuming food at the event can fall prey to food poisoning which can
become a major incidence. The probability of its occurrence is low but it happens then it can
be damaging to the people as well as to the event organizers and owners. Thus, this situation
must be avoided which can be done by ensuring that all the caterers are verified and are
chosen only on the basis of the quality they provide. A quality food that is also safe would

ensure that there are no adverse impacts of consumption on people (Valsamakis, Vivian and
Du Toit, 2010).
A response plan to such an event in the case of its occurrence can be decided based on the
level of impact it has. If it is only affecting a one or two people, this could be due to allergies
or individual issues, would be addressed by medical practitioners made available at the
venue. In case, it is a major disaster then and Emergency would be called. To handle cases
like this an HSE Emergency Response Team would be assigned that would also be
responsible for other major cases of disaster such as fire stampede or natural calamity that
can occur on the project.
To avoid situations of food poisoning or to mitigate its impacts during the event, following
measures would be taken:
 Hand washing stations should be provided near the catering areas with proper
directions giving to reach so that people can use the areas to clean their hands and
avoid any health implications
 The stations where the food would be served would be disinfected to ensure that any
virus coming from the touch of people or through other activities are killed
 A phone list of the local hospital, nearby doctors, and police would be kept in record
so that in the case of a major emergency, they can be called at the event
 Any person facing the health issue would be isolated from the other crowd to avoid
spreading of infection and would be given an immediate treatment as advised by the
doctor present in the emergency room at the event.
 Food that is being served at the event would first be tested for quality to ensure that it
is properly cooked by the volunteers (Qiu and Jin, 2009)
 Sufficient fluids and glucose would be stocked at the event to handle situations of
emergency to provide immediate relief to the infected person
The Large flow of people
The event is expected to have a significant number of people attending it but there can also be
a case when the actual crowd is more than the anticipation. In such a case, the people could
be at the risk of crowd related accidents. Also, crowd can make people uncomfortable if not
handled properly. The probability of facing a huge crowd that would need a special team for
handling is high and thus, the event team needs to be prepared to handle the crowd and avoid
any situations of accidents or disasters. For this a team would be formed from the set of
students who would be guiding the visitors to appropriate places and would ensure that crowd
is managed properly (Park and Park, 2016).
The crowd management process would go through the following steps:
Planning: A crowd management plan would be prepared in advance before the event. This
would include considerations of team leaders, event contractors, owner of the venue, local
authorities, emergency services, transportation providers, and other third parties that could be
affected by the event (Padron and Stone, 2019). The role of each of these people or entities
would be defined and their contacts would be saved to tackle situations when needed. Seating
arrangements and directions signs to guide the people at the event are also planned in
advance to smoothen the flow of the crowd (Leopkey and Parent, 2009).
Understanding Crowd: it is important for the event manager to understand who is coming at
the event. If there are kids or elderly people, special care has to be taken to deal with their
delicate situation. The event management team must know how many people can be expected
and keep a buffer in the facilities to handle the case crowd is more than anticipated (Jorion,

2007).
Risk Assessment: Risks that can occur due to the crowding situation must be anticipated,
assessed and addressed or planned for mitigation. These situations could be stampede, lack of
sufficient facilities or food because of over crowding and so on (Jordão and Sousa, 2010).
Management measures: Some of the measure that can be taken to ensure that the crowd is
managed well at the event include –
 Creation of plastic barriers between the pedestrian areas and the areas of parking for
safety
 Employing volunteer to guide the people through entry and exits at the event
 Keeping people away from the areas where bottlenecks can be created with the help
from volunteers such as stairs, narrow corridors, and gates
 Ensuring that all the walk away areas are well lit
 The pathways that lead to main areas of attraction must be kept free from any
obstacles (Hopkin, 2018).
The booth collapsed suddenly
An accident can happen which can result into the collapse of the booth. In such a case, a
damage can be expected to happen. Such an incidence can hurt people inside the booth and
can be very disastrous. This situation can be avoided by ensuring that the booth is constructed
properly and is sturdy in its make. However, due to bad weather conditions or other
inevitable factors, such incidence can still happen. Though the probability of such an
occurrence is very low, the emergency response team should be repeated to deal with the
consequences in case this occurs (Holmes, 2012).
The ERP team would immediately start working on the booth and take out people from the
place of disaster. It would also work to provide relief to those hurt through medical
interventions and personal help to create a calm in the crowd. In such a situation, there can
also be panic that can result into crowd getting out of control. This can also cause a risk of the
crowd facing the situation of a stampede. Thus, it is very important that an experienced ERP
team is handling the crowd at the time. For this, the project manager would outsource the
security and emergency management work to an external agency who would be equipped to
deal with any situations of disaster that can unexpectedly occur on the event (Helmchen,
Burke and Wojtusiak, 2015).
To avoid situations of booth collapse or to mitigate its impacts during the event, following
measures would be taken:
 Subject matter experts must be approached while planning for the booth to ensure that
all the safety precautions are well taken care of to avoid any collapse
 After the construction of the booth, an inspection or survey should be carried out by
the expert so that if there are any possibilities of risks then they can be identified and
appropriate corrective measures can be taken immediately to avoid booth collapse at
the event (Winnie, 2016)
 The aisle between the booth must be kept comparatively free and at significance
distances so that people have sufficient places to sit or stand in between without
making the booth construction suffer in any way
 Precautionary signs must be posted near or on the booth in the case there are some
sensitive areas that should not be touched as they can cause a damage to the booth.
These hints would give warning to the attendees to not touch the sensitive areas and
avoid any disaster (McCarthy, 2017)
Someone feels unwell

When there is a huge crowd and too many cultural activities, there are possibilities that
people can collide with each other, fall or feel dizzy because of illness. The probability of
occurrence of such an issue is high and thus, the project team has to remain prepared to deal
with such situations (HARRIS, 2004). To deal with these situations temporary emergency
station would be developed. This situation would also have a major incidence response team
housed but there could also be some volunteers from the student count who would be
handling the mild cases of some one facing difficulties at the event. These volunteers would
identify people facing difficulties and would help them with necessary provisions including
the advice from the doctor. The emergency room would be equipped with all the necessary
medical kits as well as there would be a doctor present in the room to take care of situations
of emergency (Galway, 2004).
To avoid situations of health issues and to mitigate its impacts during the event, following
measures would be taken:
Dizziness: This can happen because of the situation of a large crowd that may not be handled
by some people in which case, the situation is inevitable and to handle it, volunteers must
period help with right facilities, provisions, and directions to guide the person suffering.
There is also a possibility of someone feeling dizzy due to falling down or colliding with
others in which case also the volunteer can help with emergency response (Hanstad, 2012). In
case, the situation of the person is getting severe, the doctor can be provisioned from the
emergency room or a medicine can be provided to the person to give an instant relief.
Collision: In a crowded place, collision can easily occur between people if the space is not
sufficient. Thus, the event organizers may arrange for freeways and provide supportive
directions for the people to walk in lanes so that collisions can be avoided. In the case of a
collision still occurring a volunteer can step in and handle the situation to avoid any fights
between the people colliding (Dionne, 2013).
Child Suffering from a fall: There can also be a case when the event would have children
running carelessly and falling in which case they would be hurt and would need an immediate
relief or medical attention. This situation may not be avoided but the volunteers can help the
parents guide their kids to safer areas and provide them medical relief (Kirpal, et al., 2014).
Fire Hazard
There is a moderate probability of the venue catching fire as the event would have many
electrical installations as well as food preparations that if not handled properly can lead to a
fire. Such situations are best avoided and thus, appropriate measures must be taken to ensure
that fire disaster does not happen at the event (Bessis, 2015). A number of protective
measures can be taken for this. Also, a number of fire extinguishers must be placed at the
prominent places so that they can be used in the cases of emergencies (Dionne, 2013). In the
case of fire, the emergency response team would be activated who would be using the fire
extinguisher to blow off the fire. In case the fire is growing huge such that the fire
extinguisher is unable to handle then, the energy response team would be calling out the fire
brigade services who would come to the venue and deal with the situation of the emergency.
During the same time, it is the responsibility of the emergency response team to ensure that
everyone at the event is safe and anyone who is hurt is given a proper medical attention.
Thus, the team would guide people into the emergency room for treatment if they are hurt
and proper aid would be provided to them in the room (Bessis, 2015). The remaining crowd
would be handled by the volunteers who would be telling them not to panic and would create
a peace. The people who are safer would be guided to go out of the event venue without
facing a trouble like stampede. The emergency response team along with the school

volunteers would make sure that the situations is handled with minimal damage.
The volunteers involved in this work would be trained before the event on how to handle
such cases of emergencies, how to keep oneself safe as well as how to help people get out
safely from the venue (Dionne, 2013). An emergency exit door would also be constructed at
the venue with a wide opening which would be used in the case of such a disaster which
would allow people to get out of the venue quickly with safety ensured. Volunteers should
work in coordination with the external agency taking care of the safety at the event to ensure
that the people are safe and any damages can be minimized (Bessis, 2015).
However, the volunteer should know well where the boundary of their work gets over and
when the situation should be handed over to the safety professionals as they would know
better how to tackle such situations of disaster. It is the job of the volunteer to calm people
and ensure that they do not panic as well as are provided with sufficient steps of relief and
attention (Anderton, 2008).
This report presented a risk management plan for the Asian Delicacies Festival 2019. It
identified some risks like weather disturbance, food poisoning, people feeling dizzy,
crowding and fire. The probability of occurrence of weather disaster and food poisoning is
low but of other situations is higher. The team must avoid or remain prepared to deal with
them. Measures are proposed included an emergency response team and outsourcing of event
safety.
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