Risk & Safety Education Package

1 Clock Hour | Domain C: Risk Management

Waiting till a crisis such as COVID-19 to determine the risk management plan is too late. It needs to be written ahead of time, with robust mitigation and contingency plans, as well as contain proper insurance cover. All contracts should cover Force Majeure, cancellation/postponement options, attrition and third party vendor protection. This keeps the organization’s reputation and everyone's safety at a forefront whilst being adequately prepared. Heather has dealt with every unimaginable situation from volcano eruptions, to a hotel on fire, a hotel wanting to walk her client’s conference, speakers not showing. In the wake of COVID-19 cancellations, Heather has saved her clients over 1.5 million dollars and even negotiated a client's conference to have an open postponement clause for two years.

Learner Outcomes:

1. To identify key contract clauses, such as Force Majeure, cancellation/postponement options, attrition and how to leverage and maximize them in the era of Covid-19, including creative MOUs

2. Understand how to create a matrix to weight risks and ensure right resources to right size risk, as well as buy-in from stakeholders

3. Be prepared to create contingency plans and secure proper insurance cover for risk

1 Clock Hour | Domain C: Risk Management 

While COVID-19 has not been proven to be transferable through food, can it theoretically be possible? Think about all the touch points there is with the food and beverage we serve at events. Food safety is something planners often overlook, relying on caterers to handle. In the new normal, what do we need to consider about our attendees safety as it relates to the food and beverage we serve them. Buffets vs plated vs boxed? Single-serve prepackaged food? How many people do we sit at table = social distancing? Do we need to add sneeze guards? F&B costs are already high, what if we need to have more servers so to serve the buffets? Do we need to add hand washing stations to the rooms? Do we go back to using bottled water vs. water jugs.

Learner Outcomes:
1. Learn the what questions you should ask food service providers about their food safety practices.

2. Familiarize yourself with food safety policies and practices required of food service providers

3. Discover ways to provide safe food and beverage experiences easily.

1 Clock Hour | Domain C: Risk Management 

As the world recovers from the current crisis, and clients start to hold events again, identifying and reducing risk in the post-Coronavirus period will be vital to ensure safety, reputation, financial viability. This session discusses the importance of an integrated and formalized risk management process in event planning, as well as some of the new risks and associated contingencies that are likely to be the new norm for events in the near future.

Learner Outcomes:

1. Understand the importance of integrating formalized risk management processes into event planning teams.

2. Identify potential high-risk issues related to post-Coronavirus programs in order to inform event design.

3. Develop simple event contingency plans to facilitate a coordinated response to emergencies and lower overall risk levels.

1 Clock Hour | Domain C: Risk Management

Here’s the deal: Hacking is no longer just a bunch of teenagers in their mom’s basement. It’s big business, and they’re looking for every possible opportunity to get the goods on high-value individuals, companies, and organizations. When Target was hacked, it was through their HVAC supplier. Home Depot? Another third party supplier. What does that mean for you? If you’re doing events for financial, medical, or any large-scale event, YOU ARE A TARGET. And with everyone making a mad dash for getting their events online, there’s even more opportunity for bad actors.

While your software providers may offer “military-grade encryption”, if you or someone on your team is compromised, you could be handing over your attendees’ data to any number of malicious actors. There are simple things you can do to help protect yourself and your attendees' data, so let’s work through them together.

Learner Outcomes:

1. Participants will learn how and why the meeting and events industry has become a target for malicious cyber attacks.
2. Participants will gain a greater understanding of the most common methods used by attackers.
3. Participants will learn simple and concrete methods for protecting themselves and their attendees’ data.

1 Clock Hour | Domain C: Risk Management

The webinar will introduce Risk Management for events. Starting from some ‘real’ live examples from the industry it will provide an overview of what risk is and its various forms for event planners. It will look into risk identification & assessment, crisis communication plans and insurance issues. An “initial checklist” of what to do, the aspects to consider and what not to forget will provide an actionable starting point for meeting planners.

Learner outcomes:

• Knowledge - Participants will gain knowledge on risks involved in event management; real life examples will create awareness of different risk situations and build a base for a systematic analysis of risks.
• Analysis - Participants will be able to analyze risks involved in their specific events.
• Organizing – Participants will be able to start building a risk management and crisis communication plan for their specific events.

1 Clock Hour | Domain C: Risk Managament 

Meeting executives don’t just need to ensure the cyber- and data-security for their event attendees, staff and stakeholders. As business travelers, they need to ensure the cyber-safety of their personal and professional information as well. During this interactive RE-THINK tank, join subject matter experts who can help you in utilizing personal data best practices, as well as high-level and applicable tips for business travelers. Learn from 10-minute knowledge bursts, followed by 30 minutes of Q&A. Bring your burning questions about data privacy to this special members-only think tank designed for industry professionals at the director level and above.

Learner Outcomes:

· Discover next-practices for personal cybersecurity

· Protect yourself from data pirates while on the road and at home

· Get real-time answers to your data security questions

1 Clock Hour | Domain E: Human Resources 

Acts of violence seem to happen more often today than in years past, and in more vulnerable places, especially where people gather. Could the location or venue of your next meeting be a target? What are you doing to make your conferences and meeting safer and more secure? Are you doing it the right way? Join Alan Kleinfeld, meeting planner, and law enforcement officer, and learn what questions to ask in order to keep your attendees and your staff from harm’s way. From Band-Aids to bad guys, get an idea of the scope of planning it takes and why you need a public safety mindset from the minute you begin to plan your event.

Learner Outcomes:

• Learn the questions to ask to keep your attendees and staff safe.
• Understand risk from a law enforcement perspective.
• Ultimately, discover key steps to keep your meeting risk-averse.

This Sessions Graciously Sponsored by Marriott

1 Clock Hour | Domain C: Risk Management 

Join representatives from various industry organizations including IAEE (International Association of Exhibitions and Events) who will discuss this new collaborative initiative, and by extension their members, can work together to make our meetings, conventions, and venues more safe in light of recent security threats, new gun laws and changing client expectations.

Learner Outcomes:

• Gain an understanding of the current landscape when planning for the security of your show
• Learn what questions organizers should ask their partnering venue when planning an event
• How can organizers and venues better partner to create a safe event
• What you should pay attention to when planning your event at various venues

1.25 Clock Hours | Domain A: Strategic Planning

In the past 18 months there have been unprecedented examples of crisis affecting our industry. This session will provide insights into 3 recent examples of how suppliers and planners worked through unanticipated emergencies. The 2016 airport attack in Brussels, Belgium, a wildfire closing a convention center in Alberta, Canada, and Ballroom Construction failure in Florida, USA will all be examined.

Learner Outcomes:

• Understand how to manage through the lingering effects of a post-terrorist attack, and how to prepare for the future.
• Identify proactive pre-planning steps to employ that will help ease the stress of crisis management
• Determine the importance of selecting the right partners and building relationships can help ensure a positive outcome.

1.25 Hours | Domain C: Risk Management 

Cybersecurity. It’s not a matter of time if you will confront it, but is a matter of WHEN. Tech experts tell you how it may occur, but they do not tell you the what, who, and how of risk, exposure, and liability issues surrounding cybersecurity. In a recent survey, 60% of respondents said they were not prepared to defend against a data breach. Join us and explore legal, insurance, and planning aspects of your event that require safeguards to protect against this growing problem. Remember, if governments and the movie industry can be hacked, so can you. Will you be prepared?

Learner Outcomes:

• Discuss liability on the part of the planner, the sponsoring organization, and the venue
• Discover what protections and other proactive activities should occur and who should take them
• Determine how all parties can work together to ensure due diligence?

1 Clock Hour | Domain C: Risk Management 

Meeting professionals know safety and security is important, but less than half actually have a meetings-specific crisis plan. Instead of staggering under the weight of creating a whole crisis preparedness program, why not focus on the little things? This session offers practical, timely, simple solutions that can be implemented immediately in your planning and management process--adding some key items to your RFP, asking a few extra questions during the site inspection, including specific contract language, and practical tips for on-site management. Little things add up to big protection for your attendees and great risk management for your organization.

Learner Outcomes:

• Recognize how emergency preparedness can be integrated into each step of meeting planning and management.
• Integrate safety and security elements seamlessly into the RFP, site inspection, and site selection process.
• Implement practical suggestions to keep attendees informed about emergency preparedness elements without inciting fear and concern

1 Clock Hour | Domain C: Risk Management 

Business travel can be aggravating, stressful and potentially dangerous. Constant flight delays, security challenges, changes in time zones and climates play havoc with body and mind. With changes in diet, poor eating habits, little exercise, changes in sleep patterns and a grueling pace, you risk the potential for illness and careless behavior. Not only is this true for business travel, but also for group and incentive travel you company may sponsor. Proper training in travel safety helps you and your organization mitigate liability.

In most cases it is the legal responsibility of the organization to provide “Duty of Care” to ensure the safety of their travelers. Organizations need to safeguard personnel and/or customers when traveling by providing detailed safety information, education, and training.

Learner Outcomes:

• Avoiding traps that can ruin a program, result in a jail sentence, cause injury or worse; death.
• Thief avoidance - it's more than just your luggage! How to protect yourself and your belongings.
• Building your network and resources - know who to trust at your destination.
• Danger signs - awareness of your surroundings is your best defense

1 Clock Hour | Domain C: Risk Management 

Risk management continues to be a hot topic in the events industry, but the focus is always on reacting to a catastrophe or disaster. While catastrophes and disasters are horrific, they are the responsibility of governments not event professionals. There is very little information on how to understand, and create, risk management plans. In this session you will get the chance to apply the Robson Risk Management Model to real events. You’ll walk away with an understanding of risk management and with an approach to creating a personalized risk management plan.

Learner Outcomes:

• Learning to identify resources that can be used for risk management.
• Get hands on experience applying the Robson Risk Management Model to events.
• Learn how to effectively identify, assess, and apply strategies for a variety of risks.

Sponsored by Marriott International

1 Hour Domain C: Risk Management

The Bataclan Paris. Pulse Nightclub Orlando. Nice Bastille Day. Fort Hood Army Base. Inland Regional Center San Bernardino. The Boston Marathon. Terrorism and active shooters. Is it just a matter of time before a Meetings and Event Industry Conference appears in similar horrific headlines? What about civil unrest, controversial legislation and weather-related catastrophes such as Hurricane Katrina, the Nashville flood, Atlanta tornado? These, and other equally disruptive forces may be beyond our control but defining the role of the meeting owner or event organizer in assuring that their participants are informed and as safe as possible is not. We can't prevent every risk scenario, but shouldn't we prepare for threats even as we hope they never occur?

Learner Outcomes:

• Comprehend the magnitude of attendee safety issues; it is not just about terrorism or active shooters.
• Collaborate with suppliers and partners to customize safety tips for your event.
• Acquire resources to aid in creating plans for multiple events.