Managing the Risks - Behavior at Events - Presentation 2 of 9

Managing the RisksA Risk Management Presentation

For UT Dallas Student Organizations

Behavior at EventsPresentation 2 of 9

Objectives• Identify factors to consider when planning safe and

effect events.• Discuss risks associated with alcohol at parties and

other events• Discuss the importance of a crisis management plan

for events.• Review the laws, University policies and procedures

associated with student organization events held on and off campus.

• Identify resources available to assist you and your student organization with event planning.

MANAGING THE RISKS ● Behavior

As a UT Dallas student and member of a student organization,You are expected to abide by the provisions set forth in theRegents’ Rules and Regulations and University rules.

Some of the prohibited behaviors that can be

sanctionedInclude disorderly conduct, misrepresentation of self, Destruction of University property, and other violations of the Handbook of Operating Procedures. utdallas.edu/deanofstudents/titlev

UT Dallas may impose University sanctions for inappropriate Behaviors occurring off campus.

Policy


http://www.utdallas.edu/deanofstudents/titlev/




Behavior at Events

CHOOSING AND PLANNING SUCCESSFUL EVENTS


• Parties• Social Mixers• Philanthropy related Events• Talent Show/Entertainment Events• Sports related Tournaments• Professional Social Gatherings• Panels and workshops• Conferences

Examples Of Organization Events


Factors To Consider• What is the purpose of the event? How will this event

reflect the values of your organization?• Who are you inviting?• When is the event going to take place?• Where is the event going to take place (on – or off-

campus)?• Who is organizing the event? Who is in charge of the

event?• Will alcohol be served at the event? If yes, who will

be serving it?• How much will the event cost? Do you have a

budget in place? Will you be signing contracts?• Do you have an emergency or crisis plan in place?MANAGING THE RISKS ● Behavior

• Why this theme?• Is it about a living culture?• Is it about a current subculture?• Have you consulted either people from that

community or with recognized “experts” (community leaders or faculty) about the theme?

• Are the people whose culture is being represented adequately empowered in society?

• Think and talk about what you are planning to do!

Theme Parties


Factors to consider before planning a “Date” or “Slave” Auction:

• Involves “bidding” on a human being• The process devalues a human being• This country’s real and tragic history• Safety concerns

For ALL of these reasons, we encourage student organizations to engage in more imaginative and feasible alternatives to these activities.

Factors to Consider


Managing Risk: Understanding University Policies

• Are you familiar with all the university rules and policies regarding events?‒ Review the Registered Student Organization

Manual‒ Use the Event Planning Form available at

www.utdallas.edu/orgsync/login in the registration group under media and files

• Are university rules or policies being violated by this event?‒ Contact the Student Organization Center at 972-

883-6551‒ Talk with other officers and/or your organization’s

advisorMANAGING THE RISKS ● Behavior

http://www.utdallas.edu/orgsync/login

Liability: Federal And State Laws

• How will you ensure that members of the organization will not violate the law (e.g., underage drinking, driving while intoxicated, not wearing a seatbelt)?

• What are some potential legal issues that might emerge from your event and how can you prevent this?

• Will you or your organization be liable for any damages? (property damage, breaching terms of a contract, accidents, etc.)

• Are you aware of the types of liabilities? (e.g., negligence, foreseeability, premise liability, contracts)

• How can you reduce these liability issues?


Behavior at Events

TIPS FOR SUCCESSFUL EVENTS


• Only invite people you know• Do not serve alcohol to anyone under 21• Consider providing safer and alternative ways of

transportation (designated drivers, cabs, shuttle service)

• If you will be providing alcohol make sure the facility is authorized to serve alcohol

• Will people be attending any “pre-parties” before coming to your event? If yes, have a risk management plan to address this.

• Use a third party vendor or wristbands to manage alcohol

Tips for Alcohol at Events


• Student organizations events can be quite complex to manage (budgets, schedules, seating arrangements, training for volunteers, etc.).

• Select an officer, other organization member, or committee/team to take the lead (i.e., the event planners).

• Qualities of good event planners (or event planning teams) include:• Experience within the organization;• Excellent organizational, communication and time

management skills;• Ability to handle stressful, fast-paced situations• Passion and a strategic vision.

For more information contact Tineil Lewis at 972-883-6449

The Event Planner(s)


A RISK MANAGEMENT OFFICER• A member of your executive team – may be a new officer

position that you create or it may be a responsibility addedto an existing officer position.

• Serves as the point of contact for your organization on riskmanagement issues, but does NOT need to be a riskmanagement “expert”.

• This officer must be an active member of your executiveteam with the recognition and authority over riskmanagement issues for your organization.

BEHAVIOR ● MANAGING THE RISKS

Behavior at Events


Behavior at Events

APPROPRIATE BEHAVIOR FOR ORGANIZATION

EVENTS


ADDRESSING INAPPROPRIATE BEHAVIOR• Any inappropriate behavior at your event is a reflection on your

as a leader and on your organization.• Find ways to address the inappropriate behavior in a private

and discrete manner that causes the least amount ofdisruption of the event.

• Address the behavior in a manner where the situation will notescalate or get worse.

• Go STRAIGHT TO THE SOURCE: Address the issue directly withthe person/s who are acting inappropriately.

• Remember IT’S ABOUT THE BEHAVIOR AND NOT THE PERSON:Explain clearly the behavior that is inappropriate and why.

• Involve your advisor and/or other sponsors (if present)• Seek assistance if needed (e.g. UTD or Richardson PD, etc).


Behavior at Events


Tips For Handling A Crisis

• Always know who is in charge in the event of a crisis (e.g., President, Social Chairperson, etc.)

• Get all the officers together to discuss next steps and how to handle the crisis.

• Assess the situation and decide on short-term and long-term steps to resolve the crisis.

• Contact key people/offices as needed (e.g., EMS, Student Emergency Services, Organization Advisor, National Office, UTD POLICE, or Richardson PD).


General Emergency Procedures

If an emergency situation occurs at your event:• STOP immediately and call 911 or local Police• Assess the situation and render aid as appropriate• Fill out a Police Report• Obtain the names and addresses of all witnesses• Contact your advisor• Avoid making statements as to who is at fault, nor

should you make offers to pay for damages.


PLANNING TIPS TO REMEMBERWhen planning an event make sure to:

• Choose events that reflect the values and beliefs of yourorganization and members

• Invite people and groups you know• Appoint or designate “event monitors” to handle emergencies

and other details• Appoint “designated drivers” if hosting an event where alcohol

will be served• Confront inappropriate behavior quickly and firmly

• Be sure to have a emergency/crisis management plan in placeand review it with all of your members prior to the event

• Remember that the type of events you host are a reflection ofyour organization’s values


Behavior at Events


• Planning an event requires a lot of planning, work and thought.

• Even planning can help to build and enhance your leadership skills.

• Events are a reflection on not just you but your entire organization.

• Your social events have the potential to benefit all members of your organization.

CONCLUSION


University Resources For Event Planning


Student Organization Forum (SOF)Utdallas.edu/sof972-883-6551

Fraternity and Sorority Life (FSL)Utdallas.edu/gogreek

972-883-6173

Your Organization's Sponsoring Department (if applicable)

http://www.utdallas.edu/sof

http://www.utdallas.edu/sof

http://www.utdallas.edu/gogreek/

http://www.utdallas.edu/gogreek/

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Review Your Knowledge

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Managing the Risks - Behavior at Events - Presentation 2 of 9

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Transcript of Managing the Risks - Behavior at Events - Presentation 2 of 9