risk management for international meeting planners bruce mcindoe, ceo ijet international, inc....
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Risk Management for International Meeting Planners
Bruce McIndoe, CEO
iJET International, Inc.
The Most Dangerous Place in The World??
Escalating Global Threats
SOURCES: Georgia Institute of Technology. National Center for Atmospheric Research.
The Rand Corporation. The World Health Organization.
Boston Bombings
Behind the Headline Issues
Infectious Diseases (Avian Flu, Norovirus)
Weather Issues – (flooding, ash clouds )
Strikes (airline, hotel, transport)
Local Crime (assaults, robbery, etc.)
Major Events – Sports, Demonstrations, etc.
Optimal Response Time
The longer it takes an organization to respond to an incident or opportunity, the greater the risks and costs.
OptimalResponse
Preparedness Impacts Response Time
Planning
Mitigation
Communication
Exercises/Drills
PREPAREDNESS
Travel & Meetings Risk Management Program
Proactive
Planning
Reactive
TrainingIncident
Response24x7
Monitoring
Feedback
Cross-Organizational Integration
10 Key Process Areas
Data Management
RiskAssess-
ment
Policy/Procedures
Training
Notification
Communication
RiskDisclosure
RiskMitigatio
n
Risk Monitoring
Response
Overarching KPAs
Management KPAs
Infrastructure KPAs
Measuring your Program Maturity Level
Reactive (1) Ad hoc. Few policies. Chaotic in the event of an emergency.
Basic travel risk management policies defined and documented. Primary focus on incident response.
Consistent execution of travel risk management processes.
Metrics collected and reviewed. Cross-organization support.
Program integrated throughout organization.
Defined (2)
Proactive (3)
Managed (4)
Optimized (5)
Venue and Site Selection
• Higher Risk Area - Conduct Assessment• What other events will be in the area?• What other groups will be at the venue?• Major political or social events?• Transportation safety/security?• Health concerns/infrastructure?
Hotel Selection
• Fire and General Safety is Key
• Higher risk area - conduct assessment
• Focus on crime around the hotel
• Avg length of employee service?
• How long has GM been at the property?
• Get References
Image courtesy of Salvatore Vuono at FreeDigitalPhotos.net
Health and Safety
Ensure the health and welfare of all individuals involved in or in attendance at the event.
Fire and life safety
Occupational safety
Crowd control policies and procedures
Security
Sourcing, selection, and deployment of the personnel and equipment to be used to provide protective services and support
Implementation and supervision of the appropriate command and control systems
Emergency Management
Acquisition and/or development of plans and procedures
Identification and notification of the proper authorities, medical services, and other emergency responders.
Handling Emergencies
Preparation and Resources
Training
Communications (event team & participants)
Emergency Preparedness Plan• Outlines a basic action plan to address and respond
to emergency situations. • Outlines the chain of command internally/externally.• Priority is human safety at all times.
Emergency Plans are not the sole solution but aid in minimizing confusion
and indecision
Include in the Plan
• Limited or Loss of Communication
• Evacuation/Relocation• Fire• Medical• Power Outage• Bomb Threat/Terrorism• Social Disturbance• Civil Unrest• Missing Attendee
• Flood• Earthquake• Tornado• Hurricane• Structure Collapse• Toxic/Chemical Spill• Infectious Disease• Air Travel Disruption• Information Breach• Intruder
Supporting Documents – Event Specific
• Venue floor plan• Vicinity map • Attendee list with mobile phone numbers
– Emergency Contacts– Special Needs
• Arrival/Departure manifest and Fly/Drive report• Rooming list with room numbers• Off-site activity reports
Plan Communication
• Meeting/Event Owner• Home Office Emergency Response Team/Security Team• On-Site Staff and On-Site Security• Attendees
– “While Away” contact information – 24 hour emergency contact while in transit and while on-site– Air travel emergency contact direct dial– Indoor relocation area & outdoor evacuation area– Nearest Exit for all meeting rooms– Evacuation route from guest room– Pharmacy and Hospital information
• Hotel/Venue and Vendors
Emergency Preparedness Training
• Train to avoid confusion in uncertain situations.– Web based tutorials– Intranet links to forms and reference material– Quick reference card– Regular reminders/updates– Scenario based training
Resources
Bruce McIndoe, CEOiJET Intelligent Risk Systems