BEST PRACTICES FOR MANAGING
OUTDOOR EVENT RISKS – PRM005
Presented by: Bill Dolamore,
Director- Procurement Svcs & Risk Mgt
University of Florida Athletic Association
TODAY’S SESSION
• RISKS UNIQUELY ASSOCIATED WITH OUTDOOR
EVENTS
• BEST PRACTICES FOR MANAGING OUTDOOR RISKS
• CANCELLATION AND CANCELLATION INSURANCE
TODAY’S SESSION (CONTINUED)
• RELATE RISKS TO VARIOUS EVENT TYPES
• SPORTS – VENDOR/SALES – ENTERTAINMENT
• RELATE RISKS TO VARIOUS VENUES
• STADIUMS/PERMANENT SECURE STRUCTURES VS.
NON STADIUM/OPEN AREA NON-SECURE SITES
• RELATE RISKS TO VARIOUS ATTENDANCE
• LARGE ATTENDANCE (90,000) VS.
LOW ATTENDANCE (500)
EXPERIENCE & ACCOMPLISHMENTS
• UAA OPERATES APPROXIMATELY 160 OUTDOOR EVENTS PER
YEAR
• OVER 1 MILLION FANS/PARTICIPANTS PER YEAR
• ZERO EVENT-RELATED INJURY/LIABILITY CLAIMS IN PAST 3
YEARS
UAA
Claims Frequency Trending
Policy years 2008-2015
25
20
Claim
Count
15
WC
GL
10
AL
5
0
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
2013-2014
2014-2015
IDENTIFY RISKS
5 CATEGORIES
• SAFETY
• HUMAN HEALTH
• SECURITY
• LEGAL AND REGULATORY
• FINANCIAL
SAFETY
• WEATHER
• POWER/ELECTRICITY/LIGHTING
• TRIP HAZARDS
• TEMPORARY STRUCTURES
• PROPANE, FUEL, OTHER FLAMMABLES
• PETS
WEATHER
• LIGHTNING
• PROTOCOLS FOR SEEKING SHELTER
•
•
•
•
•
•
8 MILE RADIUS FROM EVENT LOCATION (NCAA)
10 MILE RADIUS FROM EVENT LOCATION (USLA)
RESUME 30 MINUTES AFTER LAST STRIKE (NCAA, NOAA)
COVERED BUILDINGS, HARD ROOF CARS
DO NOT SEEK SHELTER NEAR OR UNDER TREES
DO NOT SPECIFY LOCATION
WEATHER (CONT)
• LIGHTNING DETECTION
• OWN SYSTEM
• INTERNET/PHONE APPS
• WEATHER UNDERGROUND
• NOAA – WEATHERSPHER
WEATHER (CONT)
• WIND
• TEMPORARY STRUCTURES (TENTS)
• PORTABLE ITEMS – TRASH RECEPTACLES, CARTS, CHAIRS
• BOUNCE HOUSES, SLIDES, Etc.
WEATHER (CONT)
• HEAT
• HEAT INITIATIVES
•
•
•
•
•
•
•
AVAILABLE WATER/ICE
COOLING BUSES
MISTING FANS
BOTTLE FILL WATER STATIONS
AVAILABLE SHADED AREAS
PA ANNOUNCEMENTS REGARDING HYDRATION
INCREASE MEDICAL STAFF
• COLD
• COLD WEATHER INITIATIVES
• PROVIDE WARM AREAS (BUSES)
• PROVIDE WARM FOOD AND BEVERAGES
• PROVIDE INFORMATION ON HYPOTHERMIA INCLUDING
SYMPTOMS
COOL DOWN BUSES
MISTING TENTS
BOTTLE WATER FILLING STATIONS
WEATHER (CONT)
• SUNTAN LOTION
• 30 SPF MINIMUM
• PROVIDE AT NO COST?
POWER/ELECTRICITY/LIGHTING
• POWER/ELECTRICITY
• MAKE SURE POWER SOURCE IS SUFFICIENT
• WIRING TO USER LOCATION MEETS CODE
• HARD WIRED
• EXTENSION CORDS
• USE CERTIFIED ELECTRICIANS
• LIGHTING (IF NIGHT EVENT)
• TYPE OF LIGHTING (PORTABLE VS PERMANENT)
• POWER SOURCE FOR LIGHTING
• EMERGENCY BACKUP SYSTEM
NON FACILITY
TRIP HAZARDS
• POWER CORDS AND WIRES
ARE PROPERLY COVERED
• UNEVEN SURFACES ARE
PROPERLY MARKED
• COLD WEATHER - ICE ON WALKWAYS
• HOT WEATHER – WATER ON WALKWAYS FROM MELTED ICE
• DANGEROUS/PROHIBITED AREAS ARE BARRICADED OR ROPED
OFF
TEMPORARY STRUCTURES
• TENTS
• TIED DOWN/SECURE
• WIND CAPACITY RATINGS
• STAGES/RISERS
• WHO INSTALLED/SET UP
• MEET ALL SAFETY REQUIREMENTS
• TEMP VIDEO/MESSAGE BOARDS
• POWER (BATTERY OR ELECTRICITY)
• MEET ALL SAFETY REQUIREMENTS
PROPANE/FUEL
• ARE THE FUEL(S) PERMITTED
• ARE THEY STORED PROPERLY
• ARE SAFETY PROCEDURES IN PLACE
PETS
• NON SECURE VS SECURE PERIMETER
• LEASH RULES
• RESTRICTIONS ON TYPE OF PETS
• RESTRICTIONS ON BREED
• RESTRICTED TO CERTAIN AREAS
• MONTORING/ENFORCEMENT
HUMAN HEALTH
• SANITARY ISSUES
• MEDICAL ASSISTANCE
SANITARY ISSUES
• BATHROOMS
• TYPE OF BATHROOMS
• PERMANENT STRUCTURES
• PORTABLE UNITS
• WASHING HANDS
• NUMBER REQUIRED
• LOCAL ORDINANCES
• AMERICAN RESTROOM ASSOCIATION
• FEMA
SANITARY ISSUES (CONT)
• BATHROOMS
• CONTRIBUTING FACTORS TO NUMBER REQUIRED
• Duration of the event,
• Type of crowd,
• Weather conditions,
• Whether the event is pre-ticketed and numbers
known or unticketed,
• Whether finishing times are staggered if the event
has multi-functions, and
• Whether alcohol will be consumed.
SANITARY ISSUES (CONT)
• BATHROOMS (CONT)
• NUMBERS NEEDED
• TYPICAL SPLIT MEN/WMN/CHILD – 1 EACH SEX FOR EVERY 300
ATTENDEES
• PRIMARY ATTENDED BY WMN/CHILD – 1 EACH SEX EVERY 200
ATTENDEES
• MEN/WMN WITH ALCOHOL – 1 EACH SEX EVERY 240
ATTENDEES
*SOURCE – AMERICAN RESTROOM ASSOCIATION
FEMA SPECIAL EVENT CONTINGENCY PLANNING TOILET GUIDELINE – 50/50 SPLIT
BETWEEN MEN AND WOMEN ATTENDING NO ALCOHOL IS 3 MEN AND 6 WMN FOR
FIRST 500 THEN INCREMENTS OF 3 FOR EACH ADDITIONAL 500. ALCOHOL APPROX
DOUBLES
SANITARY ISSUES (CONT)
• TRASH/GARBAGE CONTAINERS AND PICK UP
• NUMBER OF CONTAINERS
• NUMBER OF PICKUPS NEEDED DURING EVENT
• WHO IS MONITORING
MEDICAL ASSISTANCE
• AVERAGE NUMBER OF EXPECTED PATIENTS
• RANGE .3 TO 1.3 PERCENT OF TOTAL # PATRONS
• 90,000 FOOTBALL GAME AVERAGE .3%
• CONTRIBUTING FACTORS
•
•
•
•
WEATHER (TEMP)
TYPES OF CROWD EXPECTED
ALCOHOL AVAILABILITY
TYPE OF VENUE/EVENT
* SOURCE – ALACHUA COUNTY FIRE RESCUE DEPARTMENT
MEDICAL ASSISTANCE (CONT)
• GOVERNING POLICY
• INSURANCE POLICY
• LOCAL OR STATE LAW
• FEMA
• FEMA RECOMMENDATIONS
# OF PATRONS
MEDICAL STAFF
AID STATIONS
500
2
1
1000
4
1
2000
6
1
5000
8
2
20,000
22+
4
• THE SWAMP
• 90,000
28 to 32
8
MEDICAL ASSISTANCE (CONT)
• MEDICAL TRANSPORT
• ONSITE VS. ON CALL
• ACCESS TO SITE
• NEAREST MEDICAL FACILITY
MEDICAL ASSISTANCE (CONT)
• MEDICAL SUPPORT UNIT
• CAPACITY
• 24 AMBULATORY PATIENTS
• 20 STRETCHER PATIENTS
• 10 WHEELCHAIRED PATIENTS
• FULLY SELF CONTAINED UNIT
• GENERATORS
• CLIMATE CONTROL
• OXYGEN SYSTEM
• CENTRAL MONITORING STATION
• BLOOD PRESSURE
• PULSE AND HEART RHYTHM
• OXYGEN
MEDICAL ASSISTANCE (CONT)
• DOCUMENTATION/STATISTICAL
• INCIDENT REPORTS – INJURED PATIENTS
• # OF PATIENTS WITH BREAKDOWN OF DIAGNOSIS
• # TRANSPORTS WITH REASON FOR TRANSPORT
Event Medical Forms.pdf
football.pdf
• VOLUNTEERS
• 12-18 PHARMACY AND MEDICAL STUDENTS PER
FOOTBALL GAME
SECURITY
• PERIMETER SECURITY
• GATE SECURITY
• PROHIBITED ITEMS
• CROWD CONTROL
• COMMUNICATIONS
PERIMETER SECURITY
• TYPES OF UNSECURE PERIMETER
•
•
•
•
OPEN FIELD
GOLF COURSE
PARK OR DOWNTOWN
BEACH
• TYPES OF SECURE PERIMETER
• STADIUMS
• FENCED/GATED AREAS
• PERIMETER BEYOND EVENT
• HOW FAR PAST GATES/FENCES
GATE SECURITY
• BAG SEARCH
• TYPES OF BAGS ALLOWED
• CLEAR BAG POLICY
• EXCEPTIONS FOR MEDICAL NEED
• PAT DOWNS
• METAL DETECTION (Safety Act Certified)
• EMPLOYEE/VOLUNTEERS
• CREDENTIALS
• BACKGROUND SEARCHES
PROHIBITED ITEMS
• FACILITY VS. NON FACILITY/STADIUM
•
•
•
•
•
•
•
DRINKS, FOOD, COOLERS
TENTS
UMBRELLAS
CHAIRS
BACKPACKS
PORTABLE LIGHTING
GOLF CARTS/POWERED VEHICLE
CROWD CONTROL
• CROWD MONITORING
• RESTRICTED AREAS
• HOLDING AREAS
• REMOVAL POLICIES
COMMUNICATION
• EVENT STAFF COMMUNICATION
• RADIOS
• CELL PHONES
• TEXT OR APP MESSAGING SYSTEM
• EVENT ATTENDEE COMMUNICATION
•
•
•
•
PA SYSTEM
MESSAGE BOARDS
TEXT OR APP MESSAGING SYSTEM
AIR HORNS
LEGAL AND REGULATORY
• LIMIT ON NUMBER OF PERSONS
• FIRE MARSHALL
• HANDICAP ACCESS – ADA
• TEMPORARY STRUCTURES
• TRAFFIC AND PARKING
• NOISE
• PERMITS
EVENT CHECKLIST
Event Check List.docx
FINANCIAL
• CANCELLATION
• INSURANCE
CANCELLATION
• MOST CONTRIBUTING CAUSES TO CANCEL
• SEVERE WEATHER
• LIGHTNING
• STORMS/HIGH WINDS
• NATURAL DISASTER
• EARTHQUAKE
• FLOOD
• POWER OUTAGE
CANCELLATION (CONTINUED)
• CANCELLATION INSURANCE
• PERILS
• WEATHER
• NAMED STORMS
• LIGHTNING
• HIGH WINDS/TORNADO
• NATURAL DISASTER
• EARTHQUAKE
• FLOOD
• POWER OUTAGE
• DOMESTIC OR NATIONAL TERRORISM
• THREAT TO SPECIFIC EVENT
• THREAT TO NATION (911)
• STATE OF EMERGENCY (DECLARED BY GOVERNMENT AGENCY)
• STRIKES
• WORKERS
• PARTICIPANTS
• PARTICIPANT/ENTERTAINER/TEAM, ETC CANCEL OR NO SHOW
CANCELLATION (CONT)
• CANCELLATION INSURANCE (CONT)
• TERMS AND CONDITIONS
• INSURED “MUST TAKE EVERY REASONABLE STEP TO AVOID OR
DIMINISH YOUR LOSS UNDER THE POLICY” ONCE CANCELLATION
IS ANNOUNCED
• RESCHEDULE EVENT
• BEGIN CANCELING ANYTHING THAT CAN SAVE COSTS
• CRITICAL ITEMS REGARDING CLAIMS
• CONTRACT LANGUAGE WITH VENDORS AND
ENTERTAINMENT/PARTICIPANTS/TEAMS CRITICAL
• TICKET REFUND POLICY CRITICAL
CANCELLATION (CONT)
• CANCELLATION INSURANCE (CONT)
• PAYOUT TERMS AND CONDITIONS
• IF EVENT IS NOT RESCHEDULED
• LOSS REVENUE LESS SAVED EXPENSES
• IF EVENT RESCHEDULED
• EXTRA EXPENSES LESS ADDITIONAL REVENUE
• DETERMINE INSURED AMOUNT
• LOSS REVENUE
• TICKET, CONCESSION AND/OR MERCHANDISE SALES
• RENTAL FEES FOR BOOTHS, TENTS, ETC.
• SAVED EXPENSES
•
•
•
•
PAYMENT TO ENTERTAINMENT/TEAM/PARTICIPANTS
STAFFING/PERSONNEL COSTS
RENTALS (TENTS, STAGES, LIGHTING, ETC)
CONTRACTUAL SERVICES (CATERING, SECURITY, ETC.)
CANCELLATION (CONT)
University of Florida – Idaho
Game Cancellation Questions
1. Please supply a copy of the agreement with University of Idaho –
Emailed 9/2/2014
2. Has Idaho indicated whether they would or would not return to
play on October 25? They have indicated they are not.
3. What are the ticket/gate revenues for the game? Emailed 9/2/2014
4. What is the ticket refund policy? Emailed 9/2/2014
5. What is the $ amount other ancillary revenues
(sponsorships/advertising) were received for the game? Not
Applicable
6. Will these ancillary revenues need to be refunded? No they are
based on royalty not on per game sales.
7. What was the concession income earned for the cancelled game?
$0.00
8. What is the normal per-game concession income when there is no
delay situation? $0.00
CANCELLATION (CONT)
Profit and Loss Statement
Single Game vs. Idaho on August 31, 2014
Revenue
Ticket Sales
Concessions Revenue
Total Revenue
$
Expenses
Game Day Operations
Officials
Team expenses
OPS workers
Other Catering
Stadium Clean-Up
Suite and Den Operations
Guarantee
Total Expenses
$
Net Profit/(Loss)
$
CANCELLATION (CONT)
• COST OF POLICY
• AMOUNT BEING INSURED
• TYPES AND NUMBER OF PERILS
• NUMBER OF EVENTS – MULTIPLE HOME GAMES
• INSURE TOTAL REVENUE FOR ALL GAMES
• INSURE EACH GAME WITH LOWER TOTAL CAP AMOUNT
• POLICY PRICING RANGES .60 TO .75 PERCENT OF TOTAL
INSURED AMOUNT $10M = $60,000 TO $75,000.
RISK ASSESSMENT
• PERFORM INTERNAL RISK ASSESSMENT BEFORE
AND DURING EVENT, ESPECIALLY IF 1st TIME FOR
EVENT
• PERFORM RISK ASSESSMENTS BY AN OUTSIDE
CONSULTANT ON AVERAGE EVERY 2-3 YEARS FOR
EACH UAA VENUE/EVENT
LEARNING OBJECTIVES
• INCREASED ABILITY TO IDENTIFY RISKS UNIQUELY ASSOCIATED WITH
OUTDOOR EVENTS
• SAFETY – WEATHER, ELECTRICAL, TRIP HAZARDS, PETS
• HUMAN HEALTH – FIRST AID, RESTROOMS
• SECURITY – SECURE PERIMETER, GATE SECURITY, COMMUNICATION
• ADOPTING BEST PRACTICES FOR MANAGING THESE OUTDOOR RISKS
• ASSEMBLE INITIATIVES THAT MANAGE THE EFFECT OF EXTREME WEATHER
• ESTABLISH POLICIES THAT PROVIDE EXCELLENT MEDICAL/FIRST AID SERVICES
• PERFORM RISK ASSESSMENTS TO ASSURE FAN/ATTENDEE SAFETY
• UNDERSTANDING BEST PRACTICES FOR PROCURING CANCELLATION
COVERAGE
• NEGOTIATING PERILS COVERED BY POLICY
• ASSURING ALL COSTS AND REVENUE ARE COVERED IN POLICY
CONCLUSION