Cal Poly State University, San Luis Obispo

Recreation, Parks, and Tourism Administration Department

RPTA 342

    

RISK MANAGEMENT PLAN

for  

Central Coast Event Company, Incorporated  

The YMCA Benefit Surf Competition

  

Prepared by

Nicole Pelot

Madison Ventura

Dominic Catayas

Kelsey McBeth

June 2014

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Table of Contents

Part I Background 3

A. The Risk Management Plan 3

B. Special Event Company 3

C. Client Description 3

D. Special Event Description 3

E. Delineations 4

Part II. Risk Management Analysis 4

A. Risk Identification 4

B. Risk Evaluation 5

C. Risk Treatment 5

D. Risk Implementation 5-6

Part III. Recommendations 6

A. Policy Statements 6

B. Goals and Objectives 6

C. Site and Facility Mitigations 6

D. Program Mitigations 6

E. Supervision 7

F. Rules, Regulations, and Procedures 7

G. Safety Inspections 7

H. Accident Reporting and Analysis 7

I. Emergencies 8

J. Releases, Waivers, and Agreements to Participate 8-9

K. Methods of Insuring Against Risk 10

L. In-Service Training 10

M. Public and Media Relations 10

N. Outside Specialists (Legal & Insurance) 10

Part IV. Implementation 10

A. Implementation 10-11

B. Continuous Improvement 11

Part V. References 12

  

  

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 RISK MANAGEMENT PLAN

 for  

Central Coast Event Company, Incorporated

This risk management plan was developed by the management of Central Coast Event Company, Incorporated

for the YMCA Benefit Surf Competition. We abide by our risk management plan to reduce injury, theft, and other

related incidents and focus on continuous improvement to uphold the highest standards of safety.

Part I Background

A. The Risk Management Plan

The purpose of this Risk Management Plan is to assess and address the risks that may be involved in the YMCA

Surf Competition of June 2014.

B. Our Special Event Company

Central Coast Event Company was formed in 2008. We pride ourselves on planning large up-scale corporate

and small up-scale private events. We create high quality experiences for our customers.

C. YMCA Client Description

Mission: To develop the total person, spirit, mind, and body through value based programs that build strong

kids, strong families, and strong communities.

Vision: As a charitable organization, we are committed to strengthening the foundations of our community by

nurturing the potential of youth, promoting healthy lifestyles, and fostering a sense of social responsibility.

Values: Safety, youth development, healthy living, and social responsibility.

Goals: Our client’s goal for this special event is to raise money for the San Luis Obispo YMCA.

D. Special Event Description

The YMCA Surf Competition is a fundraiser for the San Luis Obispo YMCA. There will be vendors on the beach

that consist of food and surf companies and products.

The event will occur on Saturday June 28, 2014 from the hours of 8am-2pm.

There will be 3 age brackets and within those brackets, there will be different skill level heats. The age brackets

will be 7-12, 13-17, and 18+. The skill levels within these brackets will be broken up by beginner, intermediate, and

experienced. Males and females will compete in different brackets.

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Our food and vendors will include several local restaurant booths (not allowed to sell alcohol), a beer garden

featuring local breweries that we will bring in, and surf shops from around the central coast.

E. Delineations

The YMCA Surf Competition will occur at Pismo Beach on the north side of the pier. Designated parking will be

in the parking lot on Pomeroy Ave. and will also extend to the field behind the parking lot. The Surf Competition area

will end where the vendors and booths tents end. Our risk management plan covers all of the abovementioned areas.

Part II. Risk Management Analysis

We want to reduce all foreseeable risk. By assessing the risks that may be an issue at the event we will be able

to analyze the steps to correcting the incidents. Below you will see our original list of 24 risks, after careful

consideration and based on our past experiences we condensed the list to 15. We removed 9 of the risks because we

believe that our staff is capable of handling them and they aren’t as important as the other 15 risks.

A. Risk Identification

These are the activities that will be happening before, during, and after the event that may be seen as a risk for us:

1. Check-in procedure 13. Checking ID’s

2. Collecting Money 14. Bringing Alcohol to the Beach

3. Surfing in the Water 15. Beer Garden

4. Parking 16. Award Ceremony

5. Serving Lunch 17. Bathrooms

6. Eating Lunch 18. Weather

7. Walking on the Beach 19. Waste Management/Trash Collection

8. Judging 20. Food Vendors

9. Deliver Lunch 21. Surf Companies and surf product booths

10. Swimming 22. First Aid and Medic Booth

11. Setting up music equipment 23. Theft

12. Playing music 24. Proper Staffing

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B. Risk Evaluation

Our graph shows that we have a few high risk activities. We are going to manage these risks by outsourcing

different activities within our event to outside companies. For example: we will be outsourcing our beer garden along

with checking ID’s for the beer garden to Central Coast Distributors (a local alcoholic beverage distributor). Another

high risk activity that we must do for this event is provide staffing. We will reduce risk by having a lot of paperwork

and proper training and supervision of the staff and volunteers. Because this event involves swimming and surfing

(two high risk activities), we will have both lifeguards and paramedics on duty to respond quickly to any injuries.

C. Risk Treatment

To address the abovementioned risks of the activities of the special event, Central Coast Event Company

created a treatment plan to ensure safety and quick response to any incident. We put our clients first and want to

make sure that our participants have a good and safe time at the event. We like to customize our risk treatments to

our individual clients. And we ended up taking a couple of approaches to reducing risk:

● Transferring: We transferred the risk of having a beer garden and checking ID’s to a separate company. We

also outsourced our medical and lifeguard personnel to different companies. We will also have extensive

waivers for participants and for staff to sign.

● Reduce: We will reduce the risk by inspecting the event site the day before. We will also keep our eye on the

weather to make sure that conditions are safe to be out in the ocean in. If necessary, we will reschedule the

event in the case of unsafe conditions.

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D. Risk Implementation

We would suggest focusing most on how to reduce the high risk, high frequency activities to avoid multiple

incidents. We are going to avoid serving alcohol by contracting the beer garden out. We are transferring the risk back

to the participants by requiring that they sign waivers to enter the competition.

As with any large event, we will have risks. We want to reduce the amount of issues and incidents, but if they

happen to occur we have risk management recommendations.

Part III. Recommendations As a result of the four risk management analysis steps, we would recommend that the company implement the

following:

A. Policy Statements

1. Parental Responsibility- It is the parents responsibility to keep their children with them at all times

during the event. No children are allowed inside or near the gates of the beer garden. They stage with the electrical

wiring will be monitored by staff. Individuals that have not been previously trained are not allowed to manage that

equipment.

2. Restrooms- The restrooms we will be using for our event will be open to the entire public.

3. Waivers- All participants must sign a waiver along with their entry fee to participate in the surf

competition. All volunteers and paid staff must sign a waiver to be able to work at the surf competition.

B. Goals and Objectives

Could we solve a risk with a policy statement? if so write here.

C. Site and Facility Mitigations

A fence should be added to the parking lot to ensure the spaces are reserved and safer for people walking to

the event. Parking in the public parking lots will be at the risk of the car owner, but we will provide this parking for

people coming to the event specifically. The surf competition is open for the public to watch, so we will leave the area

open, except for the beer garden. The beer garden will be roped off and will have a security guards managing who

enters and who leaves.

D. Program Mitigations

Since the surfing in Ocean was such a high risk we decided to adjust the age levels of the participants. We

originally were going to have our age brackets as such: 7-12, 13-17, 18+. We will now be having 12-17 and 18+. This

will reduce the risk of drowning in harsh ocean conditions because we increased the minimum age. For the 12-17 age

group we will have an experienced surfer out there on their own board to ensure that everyone is being safe and feels

safe.

We also decided to mitigate our liability for the beer garden by contracting it out to a separate company

(Central Coast Distributors). They will take on the liability for checking ID’s as well. They are in charge of obtaining

the special “It’s okay to distribute and drink alcohol on Pismo Beach” permit from the city.

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E. Supervision

● Staff, volunteers and surfers participating in the competition must fill out a waiver provided by Central Coast

Events.

● Security will usher patrons into the parking facility if they are attending the surf competition

● Staff will patrol the surrounding area to ensure safety at all times.

● Each hired staff will be trained one week prior to the event.

● Each volunteer will be given an orientation packet when they commit to volunteering for Central Coast

Events. This packet will include their duties, when and where they should arrive and event details.

● Head staff members and event coordinators will be equipped with headsets and walkie talkies to

communicate with each other.

● Everyone working the event will have a copy and should have read the emergency plan and procedures for

the event.

● First Aid and lifeguards must be experienced and certified.

● Each lifeguard will man their stations at all times.

F. Rules, Regulations, and Procedures

Any individuals participating in the surf competition must comply with state and city ordinances as well as

competition rules. Offensive behavior will result in disqualification from the competition. The event coordinator will

meet with the surfing judges to create a list on what the surfers will be judged on. This list will be distribute to the

surfers two weeks prior to the event. The judges will make all decisions relating to determining the winners. The

judges are to sign waivers ensuring they will remain bias while judging the competition. A cancellation fee will be held

if a participant decides not to compete and request a refund. No refunds will be issued 48 hours prior to the event.

G. Safety Inspections

Day Prior- On the day before the event, the head of security and the head event planners will do routine site

inspections to make sure the parking area is gated off, that the beaches and water look clear of debris and the

bathrooms are in working order. All the duties will be assigned to the individuals working the event.

Day Of- The event planners will arrive three hours prior to the event. They will oversee the delivery and set- up of the sound equipment. They will try to minimize any risks they see that may cause injury or damage. Security will keep all roads clear and assist with traffic flow of the vendors dropping off their equipment. Security will continue to patrol the venue and surrounding areas as the event progresses throughout the day.

After the Event- Volunteer staff will pick up any trash left on the beach after the event. Event planners will make sure each vendor takes their equipment with them when they leave the venue. If any lost or left item are found, the planners will take it with them and arrange a pick up time to meet with the owner of the lost item.

H. Accident Reporting and Analysis

Event planners will prepare blank incident reports prior to the event. Incident reports will be brought to the

venue. Every incident that should be documented will be. This includes, but, is not limited to any damages, injuries or

stolen items. Security will have incident reports on hand. Each incident report should have a witness report if

possible. Event planners will collect all contact information needed and will follow up with the attendees.

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I. Emergencies

First aid and Ambulance should be onsite for a quick response to any emergencies. Security will have the roads

clear of any traffic to ensure that there will be no obstacles in the way of the ambulance. All minor injuries will seek

treatment at the first aid stations. Certified first aid staff will determine whether an injury will require additional

medical attention. Event planners and security will be in charge of controlling the crowds if there is an emergency.

J. Releases, Waivers, and Agreements to Participate

Competitors

● High risk is associated with surfing so requiring participants to sign release waivers will be vital for reducing

the liability of the event.

● All participators in the Surf Competition are required to fill out a waiver similar to the one shown below. If

they don’t have one completed before the start of the competition they will not be allowed to participate.

● There will be a check in station where surfers will go to get their competition number. At this point in time

the staff at the check in station will make sure that each participant has fully completed a waiver.

● Waiver outlines all possible risks that participants could experience during the event. Clearly outlining all

inherent dangers so that participants can appreciate the risks

● Participants must sign waivers voluntarily.

● Extra waivers will be provided for registered participants who have lost theirs.

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Vendors

● Each vendor must sign a contract with Central Coast Event Company before they will be allowed to

sell any of their products.

● Contracts will outline the following

○ Date and Time of the event (including set-up and clean-up times)

○ products they will be allowed to sell

○ space they are allowed to take up

○ advertisments they are allowed to show

○ noise levels they must maintain

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K. Methods of Insuring Against Risk

○ Central Coast Events will be insured by the following

■ Special Events Insurance

○ Each vendor must have their own insurance for the day of the event. Central Coast events

isn’t responsible for theft occurring during the event.

○ Beer garden must also have appropriate insurance for selling alcohol

L. In-Service Training

● Staff and volunteers will be prepped with the YMCA’s goals and values so that they can better

represent the company.

● Life guards will receive CPR training

● Staff and volunteers will be required to attend a meeting prior to the event to go over their duties

and the proper way to handle emergency situations.

M. Public and Media Relations

● This is an annual event and over the years the YMCA Benefit Surf Competition has accumulated a

large crowd for viewing. Because of it’s popularity, the local news will be on sight to create a news

segment on the surf competition. In the result of an emergency, reporters will be present to ask

questions and film an interview. During the interview, a representative will inform the viewers that

there was an emergency, what we are currently doing to fix the emergency, how our risk

management plan fits into the resolving the issue, and finally how we will step up our risk

management to prevent the happening of this accident again.

● We want to maintain our positive relationship with the local media so we will give them as much

information as we can while simultaneously upholding the company reputation and respecting the

privacy of the individuals involved in the incident.

N. Outside Specialists (Legal & Insurance)

From experience, we at Central Coast Events, have found that even with the most careful planning unexpected

situations may arise. These unexpected situations can lead to lawsuits and liability issues so having strong insurance

and legal representatives is very important. We are members of the Event Planners Association which helps protect

us from legal problems. Being a part of this association we are able to access safety standards, certifications, proper

legal contracts and insurance, enabling us to confidently provide the very best products and services available. This

association significantly reduces our liability for any unforeseen accidents that occur during our events.

Part IV. Implementation

To have a successful risk management plan, Central Coast Events, Inc. must clearly communicate how to

implement the plan. We at Central Coast Events, Inc. have carefully designed our policies, procedures, waivers, and

insurance coverage in preparation for the YMCA Benefit Surf Competition. As a company we are confident that

implementation of our risk management plan will always comply with our policies, procedures, waivers, and

insurance while maintaining the safety and integrity of all participants and staff.

A. Implementation

First-Aid and CPR training will be mandatory for all Central Coast Event, Inc. staff. Two training seminars

will be held, one on January 6, 2014 and one on February 3, 2014. All staff must attend one of the training seminars

and become First-Aid and CPR certified no later than February 10, 2014. The YMCA Benefit Surf Competition

involves swimming which can be high-risk activity and may result in emergency situations. By training all staff

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members in First-Aid and CPR, Central Coast Events, Inc. is taking necessary steps to reduce all foreseeable risk. Both

training seminars will be conducted by Human Resources Director, Kelsey McBeth from Central Coast Events, Inc. All

employees that fail to attend the mandatory training seminars will be suspended until proof of certification is

submitted.

Alcohol Beverage Control (ABC) training will be conducted in order to prepare all Central Coast Events, Inc.

staff for the YMCA Benefit Surf Competition. Training staff on different ways to recognize over-intoxication is an

extremely important step in implementing our risk management plan. Central Coast Event staff will also be trained to

check for proper identification. By equipping our staff with ABC knowledge and teaching them how to check IDs we

are reducing the risk of under-age drinking and over-intoxication. Central Coast Events, Inc. Coordinator, Nicole

Pelot will approve all staff assigned to work the YMCA Benefit Surf Competition upon completion of ABC training.

Nicole will also be on-site at the event to provide additional assistance in the supervision of the beer garden.

Security/ Parking lot supervision will be contracted out to San Luis Security, Inc. We chose this company

because they specialize in short-term security for special events. Also, all of the security guards at San Luis Security,

Inc. are trained, tested, and have attained their guard license for the State of California. This company will provide

professional, security experts to aid in parking lot supervision and on-site security at the surf competition. Dominic

Catayas from Central Coast Events, Inc. will contact San Luis Security, Inc. by May 1, 2014. A contract between

Central Coast Events, Inc. and San Luis Security, Inc. will be constructed, agreed upon, and signed no later than June

1, 2014. Madison Ventura will be in charge of assigning San Luis Security guards to specified areas around the event

and at the parking lot. Madison will also assist the hired security guards and provide additional supervision. Security

guards will be patrolling the beach and parking lot before, during, and after the event.

B. Continuous Improvement

At Central Coast Events, Inc. we take pride in our continuous efforts to improve and know the importance of

research, assessment, and evaluation of each event we host. In order to keep our promise of doing whatever it takes to

take our events to the next level we administer surveys at the end of every event to get feedback from participants and

other stakeholders. Evaluations come in the form of survey data that is collected and then analyzed. Appropriate

adjustments are then made to ensure our customers that we are doing everything in our power to exceed any and all

expectations. Central Coast Events, Inc. has hired world-renowned evaluations expert Dr. Keri Schwab to assist in the

evaluation process. By hiring a professional we are confident that evaluations of our events will lead to making

enlightened decisions in the future, which will aid in our continuous improvement efforts. Also, our Social Media

Intern, Luke will design a special Facebook page after the event as a way for stakeholders of the YMCA Benefit Surf

Competition to voice their opinions and give our event company feedback on ways to improve, or to praise us for

anything they enjoyed about the event.

Dr. Schwab and her evaluation team will administer an importance/performance questionnaire to people

leaving the event as soon as the competition is over. This will allow people to evaluate our event while the experience

is still fresh in their mind. Within the importance/performance questionnaire we will gather information regarding

demographics of the respondent as ask them to rate the importance and performance of certain attributes using a

Likert scale. These attributes will include: Location of event, Parking, Food, Music, Activities, and Vendors. Each

attribute will be rated on a scale from 1-5. Data will then be collected, coded, and analyzed by Dr. Schwab and her

evaluation team. A report will then be assembled that will include findings, conclusions, and recommendations.

Central Coast Events, Inc. Marketing Department will work closely with Dr. Schwab and her team to work towards

maximizing our efforts to create safe, fun, exciting, and innovative events.

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Part V. References Peterson, J.A. & Hronek, B.B. (2011). Risk Management for Parks, Recreation, and Leisure Services (6th Ed.).

Urbana, IL: Sagamore Publishing, LLC.

 

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