Risk Management
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SECTION X
RISK MANAGEMENT
Introduction
The materials included in this section is the overview, the list of the risks and risk
management chart. The Softball for All organizers want to get ahead of any potential risks at the
event, whether the risks are in the organizer’s control or not. The overview of this section
mentions exactly what risk management is and whether that risk is classified as a primary or
secondary, along with direct or indirect financial loss. The Softball for All organizers put together
a list of the top 15 risks that could happen during the event. Along with outlining the potential
risks the organizers of the report includes ways to minimize the risks. The organizers classified
each risk on the frequency and severity chart. This section further explains how the risks will be
reduced and the implementation of control.
Overview
Risk management is an essential component of planning an event of any size, big or
small. No matter what type of event is being created, there will always be some sort of risks.
When planning the event it is important to be sure there is an effort to minimize the potential
risks. Because this process is so significant, it is important to have an understanding of what a
potential risk is, the types of risks that exist, and the best way to go about the preventative
process, so that it can be done correctly and efficiently.
The definition of a risk is very important to know when thinking about risk management.
A risk is any sort of exposure to injury or financial loss. The injuries could be physical, or
psychological. And the financial loss could be direct, meaning something that would need to
come out of the budget right away, or indirect, meaning something that would need to be paid for
right away. Each of these types of risk could be significant, which is why it is so important to
understand, and cover all of them.
There are two different types of risk to consider. One of those is a primary risk. Primary
risks are any sort of risk that could be controlled or prevented by those hosting the event. There
are also secondary risks. Secondary risks are a bit easier to understand because they are risks that
cannot be controlled by the event sponsor. The best example of a secondary risk is the weather.
Obviously nobody planning an outdoor event has any control over the weather for the day of the
event.
Whether the risk is primary or secondary, it is still a risk that is present. In most any
scenario, the only way to truly prevent risks is by not holding the event. Assuming the event is
going to be held, this becomes where risk management is essential. Risk management is the
systematic evaluation of dangers within a certain area, and setting a plan in order to minimize
those dangers in the best way possible. In order to manage the risks, it is important to make an
effort to minimize the frequency and severity of the risk. That can be done through transferring
or retention, as well as reduction and avoidance. The most common strategies would be finding a
way to reduce the risk, or simply prevent the risk.
The process that should be followed to properly assess the risks of the event is very
simple. It begins with creating a list of any potential risks that could be present at the event.
When creating the list, it is important to identify the type of risk, whether it be injury or
financial, then whether it is a primary or secondary risk. Next, the event organizers need to
brainstorm ways to reduce or minimize the risk. After doing all of that, it is best to rank the risks
in order from most likely to occur, to least likely to occur, as well as the potential severity of the
risk. The level of severity refers to the potential for harm. This creates an understanding of what
risks may be more important to address than others.
After creating the risk management plan, all that is left is implementation. The Softball
for All event hopes to implement risk management in a way that will properly and effectively
reduce any of the 15 risks that are believed to be present. By following these procedures the
event should have less risks than before.
Primary and Secondary Risks
1.
COVID-19 outbreak in participants - COVID is a secondary risk for the event because
although there are ways to attempt to minimize the risk, it is not really something that can
be controlled. The virus has implications that make it a physical risk through the actual
illness, a psychological risk through the mental toll the virus has taken on everybody over
the past two years, as well as a direct financial risk because of the masks and hand
sanitizer that will be purchased for the event.
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2.
Unpredictable weather - This is a secondary risk because there is obviously no way to
control the weather for an outdoor event. The weather is a physical risk due to the
potential of wet fields or damage to facilities, along with personal harm to participants.
This could also have direct financial effects depending on severity of the weather.
3.
Concussion - This is a primary risk because there are ways to prevent concussions.
Concussions are always a possibility in sport, but it should be a small risk. This would be
a physical risk.
4.
Other physical injuries occurring in game - Just like concussions, any other injuries are
considered a primary risk. Injuries are obviously a physical risk.
5.
Poor field conditions - Poor field conditions are a primary risk. If there are holes or ruts
in the field, that would be a safety hazard to all players. This would most likely end up as
a physical risk and this can be a direct loss.
6.
Event equipment failure - Equipment failure is a primary risk. It is a primary risk because
before the event staff will be checking to see if all equipment is 100% and ready for use
to prevent “equipment failure”. An example of an equipment failure is if a bat breaks.
This would obviously be a physical risk due to the fact that participants could get hurt
from the broken equipment due to players not knowing the equipment is not secure and
possibly being injured from something falling on them or hitting them. This would be a
direct and indirect loss because due to equipment failure there could be a possible lawsuit
against the event, and other participants may not want to continue to participate with bad
equipment.
7.
Traffic problems - Traffic problems are a secondary risk because the event is being held
at a public facility so that traffic coming into the parking lot would be from people for the
event and also members of the YMCA who go there daily. This could be a psychological
and a physical risk depending on the situation at the moment, and this would be direct or
indirect financial loss depending on if there are any accidents.
8.
Food allergies - Food allergies are a primary risk. They are a primary risk because before
the event, participants must list what type of food allergies they have so that volunteers
know what to do with that individual when it comes time for lunch on those days. If
something gets overlooked, it would be on the staff. This would be a physical risk
because if someone eats something that they are allergic to this may lead to something
severe. This would be a direct financial loss due to having EMT on standby and they
would have to treat the participant or staff member that had a reaction.
9.
Loss of participant registration information - This is a primary risk because this could be
prevented by the staff. It is important that all participants paper work/information because
that has all information in case of injuries, sudden sickness, etc. This would be a
psychological risk because not knowing all the information about that participants we
would not know the important information that we would need to know. This would also
be a direct financial loss because there was food, and a shirt ordered for that participant
or participants.
10. Damage to facilities - Damage to facilities is a primary risk because that is something that
can be controlled. In the introduction speech at the beginning of each event the event
leads will tell the people how to use different equipment, and the only time people will be
actually inside the YMCA would be if they have to use the restroom. With this event
being held outside would lower the chances of having damage to the facilities. This
would be a psychological risk because someone could possibly get injured from playing
around too much and damaging facility property. This would also obviously be a direct
financial loss due to having to pay for those damages.
11. Overworked staff and volunteers - Overworked staff is a primary risk that can be physical
and psychological. This can lead to direct and indirect financial loss because if someone
feels like they are being overworked then they will stop working all together. This can
lead to less t-shirts being sold and less enthusiasm overall for the whole event.
12. Amplified noises - This is a secondary risk because the event organizers will not be able
to control all the noise that will be happening during softball games. The event organizers
will not be able to control the traffic noises or any noises that come from the YMCA
facility. This risk can cause physical and psychological risks to the people who have
cognitive disabilities. Amplified noises could also have indirect financial loss.
13. Food and beverage shortage - Food and beverage shortage is a direct financial loss and a
primary risk. If the event runs out of food, then a staff member will have to go out and
get the food which can cause psychological stress on that volunteer. This can also cause
psychological stress on a person with a food allergy.
14. Refusal to cooperate with COVID guidelines - This is a primary risk because the
participants’ health, especially Special Olympic athletes, is the most important part of the
event. The event will not happen if there is COVID case or if a spectator accidentally
gives COVID to someone. This can be physical and psychological and direct and indirect
financial loss for the event. If people refuse to follow the COVID guidelines for the
event, then they will not be able to participate, watch or volunteer for the event.
15. Poor spectator behavior - Poor spectator behavior can be primary risk along with indirect
and direct financial loss. It can be psychological for many of the participants if spectators
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are making fun of players. It could also be physical if for some reason a spectator starts a
fight with an athlete or official.
16. Heat Exhaustion - This is a primary risk because the event will have water bottles for all
athletes, staff, volunteers and officials. It is recommended for all participants to bring
their own water bottles. This can lead to direct financial loss because people may leave
the event because they are tired and thirsty. It can be physical and psychological for many
of the participants.
17. Table and Chairs breaking - This is a secondary risk. All tables and chairs will be rented
from third parties. If the equipment is not in good shape there is nothing the event staff
will be able to do about it. This can lead to direct financial loss because volunteers may
leave their stations because the chairs or tables are broken, so the event may not sell
enough t-shirts.
18. Electronic scoreboard malfunctioning - A scoreboard malfunction is a secondary risk
because there is no way to control a potential malfunction. This could lead to direct
financial loss because the event may have to pay for the scoreboard if it stops working.
This will be psychological draining for a volunteer if it happens to them because they
may not know what to do.
Risk Classification
Please see Table 1 for the classification of each risk. Each risk is classified under
frequency and severity.
Frequency and Severity Chart
Table 1. Frequency and Severity Chart
1.
COVID-19 outbreak in participants - This would be considered a catastrophic risk
because of how contagious the virus is and the health of the participants are the most
important thing. The Softball for All event has taken precautions to prevent an outbreak
along with ways to make sure that the participants, volunteers, staff and officials do not
have COVID.
2.
Unpredictable Weather - This risk is considered a moderate severity with a medium high
frequency because the event will be outside, so the weather has to be good to have the
event. If the weather is horrible then the event will have to be canceled or postponed.
3.
Concussion - This risk is classified under medium high frequency with a moderate
severity because athletes can get concussions from playing softball whether that is from a
softball, a bat or something else. Concussions can be life threatening, but one of the
Softball for All event organizers is concussion certified to evaluate the concussion.
4.
Other Injuries - Other injuries are under medium high frequency with a low severity
because many of the other injuries are minor and can be fixed on the spot. There will be
first aid boxes at each field in one of the dugouts for medical emergencies.
5.
Poor Field Conditions - This risk is classified as medium low frequency and a moderate
severity because the event is outside and the fields must be in decent shape. If the fields
are not in good shape then the event could be canceled or moved to another facility in
Grand Rapids.
6.
Event Equipment Failure - This risk falls under low frequency and critical severity
because if the equipment does not work or breaks then there will not be an event. For the
Softball for All event to take place, the equipment can not break or have something else
happen to them. This could stop the event from happening or severely injure a
participant, volunteer or official.
7.
Traffic Problems - Traffic problems are classified under medium low frequency with a
low severity because this will not stop the event from happening. Traffic problems could
delay the event by a few minutes to an hour which is not a big problem.
8.
Allergies - This risk is under medium low frequency and low severity because all the
food will be prepackaged. An allergic reaction can be minor to life threatening, so
Softball for All will have resources to prevent that.
9.
Loss of Participant Registration Information - This risk falls under low frequency and
low severity because it does not stop the event. The information is important for
contacting people, but this will make organizing the event harder.
10. Damage to Facilities - This risk is classified as low frequency with a low severity because
it will not stop the event from happening. This could stop the Softball for All event from
happening again.
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11. Overworked Staff and Volunteers - This risk is classified as low frequency and a low
severity because the event will not be able to function without the staff and volunteers
running it. The staff and volunteers play a critical role in making this event happen, so if
they do not show up for a shift or stop working then the event will not be able to function
or run.
12. Amplified Noises - Amplified noises are under medium low frequency and low severity
because other noises will not stop the event from happening. This could stop certain
athletes from participating in the event, but the Softball for All organizers have created a
safe place for athletes to be away from the noise.
13. Food and Beverage Shortage - This is classified as a medium high frequency with a low
severity because the event will still function without food, but it would ruin many
people’s days.
14. Refusal to cooperate with COVID guidelines - This is classified as high frequency with a
critical severity because if people do not follow the COVID guidelines for the event then
the event could be canceled. This could harm many of the athletes on the different teams,
and the main goal of Softball for All is to protect all participants.
15. Poor Spectator Behavior - Poor spectator behavior falls under medium low frequency and
low severity because this will not stop the event fully but it can detain the event for a few
minutes. This could potentially harm a participant physically and psychologically, so this
event is supposed to be fun and family friendly.
16. Heat Exhaustion - Heat exhaustion falls under medium high frequency and low severity
because this will not stop the event fully from happening. Plus there will be water and
gatorade provided for all participants. It is recommended for athletes to bring their own
waterbottles as well.
17. Tables and Chairs Breaking - This risk falls under low frequency and moderate severity
because this will not stop the event, but someone could get hurt. There will be firstaide
boxes at each field to help with minor injuries.
18. Electronic scoreboard malfunctioning - This risk falls under low frequency and low
severity because all the games will be able to continue without a scoreboard. The
volunteers can use paper to right down the score.
Reduction
Softball for All event organizers strive to reduce all risks stated below. All risks will be
dealt with by one of event organizers.
1.
COVID-19 outbreak in participants - In order to minimize this risk there will be many
precautions taken at the event as mentioned in previous sections such as participants
answering a health questionnaire each day of the event. Mask and vaccination
requirements will help to reduce the spread of the virus, therefore reducing the risk.
2.
Unpredictable weather - By using the plan laid out in the contingency plan section the
risk will be reduced greatly. Some of the main points are to check the weather leading up
to the event every day, the event organizers will make the final decision when it comes to
rainstorms and if there is a tornado then everyone must seek shelter inside the YMCA.
3.
Concussion - To reduce the risk participants will be encouraged to wear protective gear
on the field, however there will be no requirements. There will also be staff that is
certified to check players for concussions in the event of being hit in the head.
4.
Other injuries - To reduce the risk of serious injury, the local authorities will be notified
that the event is going on. That way there will be an option to call an ambulance and have
them arrive in a timely manner to treat serious injury. There will also be first aid kits on
hand at each field in one of the dugouts and some of the volunteers will be First Aide
Certified.
5.
Poor field conditions - In order to reduce risk the event may be delayed due to weather.
The fields will be looked at before the event to make sure they are good to play on, and
they will be checked again a few days before the event.
6.
Equipment failure - To minimize this risk, all equipment donated will be checked by staff
and all equipment must be donated two weeks before the event to ensure enough time to
check the equipment. If there is an equipment failure, Softball for All will replace it and
the event will continue.
7.
Traffic problems - The event will have to retain this risk because there is nothing that the
event organizers can do to prevent traffic. This risk can be reduced by informing all
participants, volunteers and officials to leave early to avoid traffic.
8.
Allergies - The main way the event will minimize this risk is by having all volunteers and
participants feel out the allergy part on the registration forms. This way the event
organizers will see what people allergies everyone has to avoid those food. All food will
be prepackaged, so this will eliminate contamination from other people as well.
9.
Loss of participant registration information - To minimize this risk all participant
information will be placed in a safe spot like an envelope, binder, or folder so that all
information is secured and easy to get to when needed. If the event does lose paperwork,
there will be paper copies at the check in table on the first day, and the event organizers
will ask all participants to screenshot the the first page in case there is a problem with
paperwork. All the paperwork will be on a computer and saved on at least three hard
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drives to minimize loss.
10. Damage to facilities - The event will retain this risk because there is nothing the event
organizers can do to prevent failure in facilities. The organizers will make
announcements to keep the fields clean and not to damage any of the dugouts and the rest
of YMCA in order to have the event again next year.
11. Overworked staff and volunteers - To minimize this risk all the staff and volunteers, all
staff and volunteers will be working a minimum of 3-4 hours each day with a shift
change halfway through the event. The event will also be providing food, beverage and t-
shirts for all volunteers and staff. The only two positions that will be working the full day
is the photographer and social media manager, but they will be allowed to take breaks
and have free range for the whole day.
12. Amplified noises - To minimize this risk, the event organizers ask parents and
participants if they do not like lots of noises to bring their own noise cancelling
headphones or earplugs. The event organizers will set up an area in the tennis courts as a
safe place for people who have misophonia.
13. Food and beverage shortage - To prevent and minimize this risk, the event organizers
already have a staff member picking up the prepacked Firehouse Subs, so there will not
be a delivery mishap. If the event runs out of snacks, water and gatorade then one of the
event organizers will drive to Meijer to get more food and beverage. This way it will
eliminate other volunteers from becoming flustered.
14. Refusal to cooperate with COVID guidelines - To minimize this risk, everyone who is not
following the event’s COVID guidelines will be asked to follow them or asked to leave
by an event staff. The event organizers will also be constantly posting on social media
and on event signage about the event’s COVID guidelines to make sure everyone knows
them. There will be a part in the registration about COVID guidelines to inform all
participants and volunteers about it.
15. Poor spectator behavior -
To minimize this risk there will be signs around to make sure
that poor spectator behavior will not be tolerated and will be immediately asked to leave.
There is also a strict rule for all spectators, no matter if they are vaccinated or not, all
must wear a mask. If spectators are asked more than twice to put a mask on, then they
will be asked to leave by an event organizer.
16. Heat Exhaustion - To minimize this risk, the event will be providing water and gatorade
to all participants. The event does recommend participants and spectators to bring their
own beverages as they can also fill up their water bottles inside the YMCA if needed.
17. Tables and Chairs Breaking - To prevent this risk, the event organizers will look at each
table and chair to make sure they look good before using them for the event. If they find a
chair or table that does not look safe, then they will return the item and get a safer table or
chair.
18. Electronic scoreboard malfunctioning - The way to minimize this risk is to check the
scoreboard beforehand to make sure it is working. One of the event organizers will also
check the scoreboard a week before the event to ensure the scoreboard is working
properly. If the scoreboard does malfunction during the event, one of the event organizers
will call Morgan Haskell to see if someone will come out and fix it and the event will
resort to using paper to keep the score.
Implementation of Control
Even when planning to reduce these risks, there is still always a chance of one occurring.
It is important to have a plan in place to deal with these issues when they arise.
1.
COVID-19 outbreak in participants - In the event of a COVID outbreak prior to the
event, all participants will be contacted about whether or not the event will be postponed.
If the outbreak takes place after the event, each participant will be contacted and
encouraged to get tested.
2.
Unpredictable weather - If unpredictable severe weather arrives on the days of the event,
the plan laid out in the contingencies section will be followed. Depending on the type of
weather that arrives, a plan of action to keep participants safe will be put into action.
3.
Concussion - Despite the low level of risk, there is a staff member that is certified to
evaluate for concussions. If somebody is concussed they will no longer be able to
participate in the event.
4.
Other injuries - There will be a first aid kit on hand at the event. If there is an injury that
occurs that is more serious than that, the paramedics will be on call prepared to handle
anything that might be needed. If an injury occurs, a staff member will be alerted and that
staff member will decide if a 911 call is necessary.
5.
Poor field conditions - If there is an issue regarding field conditions that arises, a staff
member will be asked to evaluate the situation. If there is an urgent risk that is present
and needs to be addressed, the game being played on that field will be postponed until the
issue will be able to be fixed.
6.
Equipment failure - There will be backup softballs, and bats on hand in the event that any
equipment breaks or is defective. If those backups see any issues as well, a staff member
will be asked to go out and buy more softballs or bats as addressed in the contingency
section.
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7.
Traffic problems - As discussed in the contingency section, in the event of any traffic
issues, the event may be delayed if it is decided to be necessary. In order to avoid issues
with staffing, shifts will be overlapping and the earlier shift worker will be asked to stay
until the next worker arrives.
8.
Allergies - If an issue with allergies arises, the hope is that the participant has an Epipen
with them and knows how to handle the situation. If that is not the case, the paramedics
will be called if it is deemed necessary.
9.
Loss of participant registration information - Because the registration for the event is
taking place online, there should be no reason for loss of information. However, in the
event that something does go wrong, when participants arrive their name, phone number,
and email will be collected in order for us to be able to contact them after the event
regarding COVID tracing.
10. Damage to facilities - If any damage to YMCA facilities is noticed, a staff member will
be alerted immediately. If this damage prohibits the event from moving forward, the staff
member will decide whether or not the issue can be fixed, and whether or not the event
should be delayed or postponed.
11. Overworked staff and volunteers - There will be lots of staff members involved in the
event, including members of the staff that will be on call in case of emergency. If a staff
member is feeling overworked or stressed, one of those volunteers on call will be asked
to come in to help out.
12. Amplified noises - In the event of any loud noises in the area, there may not be any way
to control that. If the noise is on the YMCA grounds, a staff member may be able to ask
for that noise to be stopped, otherwise there may be no way to stop it.
13. Food and beverage shortage - If there is a food or beverage shortage, there will be a staff
member assigned to go get more from the local Meijer or Walmart.
14. Refusal to cooperate with COVID guidelines - The COVID guidelines are very important
to follow at the event due to the high risk participants. In order to ensure everybody at the
event is safe, anyone refusing to follow those guidelines will be given a warning, then
asked to leave if they do not cooperate.
15. Poor spectator behavior - There is a code of conduct at large events for a reason. If
spectators refuse to follow that code, they will be warned, and then asked to leave on a
second offense. If necessary, the cops will be on standby in order to ask anyone that may
be causing issues to leave the event.
16. Heat exhaustion - There will be plenty of ways to hydrate at the event, but in the middle
of the July heat anything can happen. In the event of heat exhaustion, a staff member will
be alerted. The participant or spectator will then be under surveillance until paramedics
arrive to handle the situation.
17. Tables and chairs breaking - If any tables and chairs break, the plan will be to borrow
some from inside the YMCA facility. If there are none to spare within the facility, a staff
member may be asked to go purchase some for replacement.
18. Electronic scoreboard malfunctioning - For each game there will be a volunteer keeping a
written scorebook. If there is a malfunction with the scoreboard, the score will still be
known by those keeping the scorebook, it simply will not be displayed.