Meetings & Events

You should have a continuity plan for all your events, large or small, in order to be ready to respond to the unexpected. Even if you've had 50 events with no issues, don't assume you never will have a disruption or disaster that you need to deal with. And never assume your venue has a plan... make sure you see it and know what it covers. This week's articles contain good information for you to consider when making or updating your plan.

Sometimes even the most thoroughly planned events have unexpected incidents that are beyond anyone's control. (Item #1)       There are numerous examples of accidents/incidents occurring within the events industry on a daily basis; risk management planning can't be left to chance. (Item #2)       A mathematical equation helps determine event risk. (Item #3)      

Here's a checklist detailing safety, contingency and disaster preparedness for the meetings, events, conferences and conventions. (Item #4)       Preparing to send employees to far off and unfamiliar lands for a meeting or event? (Item #5)       With a little due diligence, you can avoid problems with the fire marshal. (Item #6)      

As always, we look forward to hearing your comments & insights regarding business continuity. If you have a topic you'd like us to cover, email me at [email protected].

Bob Mellinger, President
Attainium Corp

1. Disaster Preparedness for Meetings and Events

During a hotel and convention center site tour, how often do we ask what measures are in place to ensure the overall safety and security of their guests in the case of a disaster? It is our job as professional planners to plan for any contingencies and find out how hotels and convention centers step up security and safety measures in light of a disaster, a health emergency, or threat of terrorism.
http://pecpros.com/tips-tricks-and-trends/disaster-preparedness-meetings-events/

2. Event risk management for meeting planners and venue operators: Forward thinking

Events are dynamic and fluid with numerous issues surfacing along the way. Events are continuously influenced by both external and internal factors. Whether it is a sporting event, concert, tradeshow, festival, award show, political convention or party they present a unique set of challenges. Events, regardless of size or situation, are exposed to risks involving safety, security, legal, financial, and environmental considerations. In order for an event to be successful, it must manage all of its obligations appropriately; after all, you only have one opportunity to succeed.
http://eventsafetyservices.com/event-risk-management-for-meeting-planners-and-venue-operators-forward-thinking/

3. What's Your Event Risk Factor? Do the Math.

When it comes to incentive events, everyone in the delivery chain bears responsibility for risk management. But there are different levels of severity when it comes to risk. How do you assess the risk levels of certain elements of your program so you can take appropriate action?
http://meetingsnet.com/tips-top/whats-your-event-risk-factor-do-math

4. Safety and Security Checklist/Questionnaire

If you don't have a safety and security checklist for your meetings and events, this document from Joan Eisenstodt will serve you well. It covers all the areas you should be looking at as well as many you may not have thought about.
http://www.meetingsfocus.com/ArticleDetails/tabid/162/ArticleID/17858/Default.aspx

5. Ten Tips for Keeping Your Meeting Attendees Healthy, Safe, and Secure

All companies and associations have a Duty of Care--a moral and legal obligation to protect their employees and meeting attendees from risks and threats. When employees travel internationally, fulfilling this often-unknown obligation can be quite complex. Meeting planners, as well as those who make decisions to send employees to events, play a critical role in safeguarding travelers and should follow best practices when planning and executing a gathering in an unfamiliar environment. Here are 10 best practices for keeping attendees healthy, safe, and secure.
http://meetingsnet.com/association-meetings-resources/10-tips-keeping-your-meeting-attendees-healthy-safe-and-secure

6. Event Safety: Avoiding Issues with the Fire Marshal

You've planned an event, the audiovisual company is set up, the tables and chairs have been dropped--and the fire marshal walks in and throws a monkey wrench into the whole program. Believe it or not, the marshal does show up, and more often than you might realize. He's not interested in whether your setup looks great or not. He's interested in event safety and whether or not a session can safely take place.
http://www.connectyourmeetings.com/how-to/event-safety-avoiding-issues-with-the-fire-marshal/