Planning Successful Event: Health and Safety and Risk Management - Essay Example

Planning Successful Event: Health and Safety and Risk Management An effective health and safety and risk management will be ensured by carrying out a risk assessment in order to identify the hazards that are likely to be encountered during the event. Proper identification of risks and hazards is important in designing a mitigation process to remedy the situation thereby avoiding accidents and incidences that are likely to cause harm to the guests (Lesonsky et al 1997). The risks assessment was carried out in a carefully organized examination in order to evaluate whether the precaution we had taken for the event was sufficient to ensure safety and security of the guests. The process involved careful examination of all the activities, equipment, facilities, the venue and the environment (Hassanien 2010). Setting up a policy to guide the event process have been prioritized. The policy is specify to this event and sets out to clarify; The person in charge of safety and health in the event, The person in charge of monitoring safety, Proper arrangement of activities during the event, Staff training procedure. Event safety memo An event safety memo has been formulated to ensure that there is effective communication among the different people involved in the preparing of the event (Getz 2007). The memo should be distributed to contractors, subcontractors, volunteers and employees in an easy-to-follow step-by-step advice that should be followed during the build, live events and after the “get-out’ phase. The memo sets out the manner in which the organizing team should conduct themselves, highlights the types of risks that are likely to occur and certain safety features that they should explore in case of an incident (Graham 2006). Key risks The risks identified from the assessment of different aspects of the event include: Gravity accidents; these are accidents that result from trips, slips, falls or from falling objects. These accidents can be severe or minor. While simple accidents can only result in bruises or shallow cuts, other are so serious that they result in permanent injuries, concussion, dislocations, lacerations, fractures or even death. This accidents are prone in an event especially when children are in attendance (Bowdin 2011). Electricity; contact with a potential electricity ignition source or exposure to live electric wire is a source of serious accidents. An event requires the use of electricity for the public address system and other aspect that can leave the electricity wires exposed. Exposure to such wires can cause burns and shock or even death due to electrocution (Allen et al 2002). Machinery and equipment; there are a wide variety of machinery and equipment in an event that are likely to cause accidents. The most common one is children and even adults being hit by moving vehicles. Hazardous materials; these kind of materials can cause serious health problems when inhaled. In the case of our upcoming event, the most common material is dust due to the large number of people crowding the venue. Dust can cause respiratory diseases for people who are allergic. Since the international food festival will be attended by people from UK, Spain, Philippine, USA, Poland, China, Lebanon, Italy and Mexico, dust, humidity other particulate matters can have negative effects on the attendants. Somme people can also suffer from food poisoning (Getz 2007). Noise; this is one of the most common safety and health risks especially in outdoor venues where the public address system is used throughout the event. Furthermore, the large number of people talking and children screaming while playing can cause permanent hearing damage. Steps taken to minimize the risk Prioritizing first aid Most of the ailments and incidents likely to be suffered in the event can be mitigated by offering first aid services. First aid is important in giving help to patients before they get the ultimate professional help. In this case, first aid can be a final solution to most problems such as food poisoning, sunstroke, dehydration, trips or minor falls. This will require the event to have a qualified first aid staff (Allen 2000). Fire safety Fire preparedness is important especially when hosting an indoor event. The event organizing team has provided equipment for putting out fire such as fire blankets and fire extinguishers. Furthermore, the team has been prepared on how to use the equipment in case there need arises. Safe evacuation of persons with disability has also secured a provision to prevent causalities in the event of a fire. Stewards Stewards are a great tool of ensuring safety at an event. The event has contacted stewards who will be identifiable in the party to assist the guests in case they need help. Most of the accidents likely to happen due to curiosity as guests try things they are not sure. Well trained stewards are effective in preempting potential safety threats and ensuring safety of the guests in case of an evacuation (Allen 2000). Application of barriers Barriers have been strategically planned as an effective method of ensuring safety of the people attending the event by providing physical obstruction that prevent people from getting closer to areas that are potentially risky. Barriers will also be used to prevent people from building up pressure in places such as the stage. The barriers are considered to be safe and therefore should be chosen careful so as to prevent reverting the initial expectation by getting the reverse outcomes (Meshbesher, 1988). Waste disposal Ensuring a clean environment before, during and the event is essential in ensuring the safety of the guests. Due to the fact that the international food festival will be a food event, it is anticipated that there will be a large volume of rubbish and waste generated. Improperly disposed food wastes can cause accidents such as trips, falls or slides. As such, adequate number of bins for disposal of rubbish will be facilitated (Bowdin 2011). Sanitary facilities This event seeks to provide enough number of toilets according to the number of guest expected to be in attendance. Persons with disabilities shall also be catered for when providing sanitary facilities. Safety precautions can be enhanced by ensuring careful consideration of signage, lighting, temporary facilities, construction, access and location. Proper sanitation is effective in ensuring good health. Electrical safety The events organizing team has set out properly executable plan for safe installation of electricity in the events including a generator, switch gear and wiring. The installation of electricity will be assured by contacting a competent and qualified electrician who will double check the wiring and installation to make sure that accidents likely to be caused by faulty wiring are prevented. Communication Communication is very effective in preventing risks to safety and health of the guests in an event. Communication helps different stakeholders in the event to consult in case of an anomaly. In this event, the people involving in running the event and the organizers are provided with personal radios in order to enable them stay in contact and communicate instantly in case of an emergency (Price, 1989). Disabled persons Disabled persons have many limitations when it comes to accessing different places. This can lead to occurrence of incidences that compromise on their safety and health. The international food festival has set out appropriate conditions which will enable people with disability to gain access to different activities and the attractions of the event. This will be done by making sure that the ground is relatively flat and all the pathways are accessible and suitable for use for people who are physically disabled. The event organizers have sourced enough information on where disabled people and families with toddlers can get information about site arrangement (Price, 1989). Food safety Food is a very sensitive topic especially when it comes to a food festival. Improper handling of food and beverages can cause contamination with germs or results in food poisoning. This event has put in stringent measures to ensure that the food is of the highest quality while complying with relevant legislation on hygiene conditions. There will be adequate provision of clean water and food will be served in clean conditions. Contractors The safety of the event and the health of the guests is highly dependent on the competence of the contractors to offer services that fulfills the safety requirements of the event. This event has taken appropriate measures to ensure that the contractors hired to offer services at the event have sufficient knowledge and skills to perform their duties well to ensure that the job is done safely without any risk to safety or health ton any of the visitors. The contractors have been briefed appropriately about the expectations of the event with regards to safety and health of our visitors and they are competently up to the task (Allen et al 2002). Emergency services Safety and health of the guests at the event will be ensured by ensuring that there are emergency services to handle the situation in case of an emergency. As such, the event organizer has notified the ambulance services, fire and police about the event. This is to ensure fast response in case something uncontrollable happens. Fast response allows the event to prevent posing operational problems to the venue and the surrounding areas. By careful risk assessment, careful planning and mitigation of risks, we are certain that the event will be safe for all our guests. Bibliography Allen, J. (2000). Event planning: The ultimate guide to successful meetings, corporate Events, fundraising galas, conferences, conventions, incentives and other special events. 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