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54 Cards in this Set
- Front
- Back
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What can be one of the most significant responsibilities for an event planner?
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Risk management can be one of the most significant responsibilities for an event planner.
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What does event risk management mean?
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Event risk management means to safeguard people, property, reputations, and assets. It is the process of anticipating, preventing, or minimizing potential costs, losses, or problems for the event, organization, and guests.
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What are those planning an event obligated to do?
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Those planning an event are obligated to operate according to the laws, codes, and regulations that pertain to them.
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What "laws" and "regulations" may event planners have to operate by?
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Event planners may have to operate by insurance and permit requirements, age limits, fire regulations, and health codes.
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What are key to running a successful event?
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The keys to running a successful event are to have local cooperation, acceptance, and support .
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Serious problems can arise if the event does not have the support of what?
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Serious problems can arise for an event if it does not have the cooperation of local city officials, local police, and local fire departments.
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What else can pose huge problems for an event?
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Inadequate communications can pose huge problems for an event.
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When should a communications meeting be held prior to an event?
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A communications meeting should be held at least 3 weeks prior to the event.
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Who should the communications meeting be held with?
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The communications meeting should be held with representatives from each city, county, and state departments (examples include police, fire, health, traffic, sanitation, parks, and recreation) who may be involved in the event.
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What should be the focus of the communications meeting?
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A written build-out sheet, a schedule of events, site map, road closure map, and task sheets should be the focus of the meeting.
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When should the indentification of risk factors take place?
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The identification of risk must take place before an event and while there is plenty of time to do something about situations discovered.
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What are potential hazards and threats that may become risk factors at an event?
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Bad weather, dangerous equipment, overcrowding, inadequate management, ineffective alcohol control, poorly trained staff, terrorism, gang activity, food & water contamination, & kidnapping can become potential hazards that may become risk factors at an event.
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Can risks be completly eliminated?
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No, risks cannot be completely eliminated but thorough & proper planning can reduce an event's risk.
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What are event planners responsible for?
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Event planners are responsible for having knowledge of safety standards and procedures, a means for self-evaluation, and constant innovation & improvement. All operational plans should be in writing and should specifiy who is responsible for which actions.
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What is critical to the success of the event and its attractiveness as a destination?
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The perception (feeling) of a safe, secure event is critical to the success of the event and to its attractiveness as a destination.
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When should security services be on patrol?
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Security services should be on patrol from to set-up to tear-down.
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What are magnified greatly as the size of the crowd increases?
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Security, health, and comfort problems are magnified greatly as the size of the crowd increases.
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Any build-up energy from overcrowding is subject to what?
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A build-up energy from overcrowding is subject to a suddent release which may impact people and property. Out fo control energy can develp from excitement frustrations, anger, or racial tensions.
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What kind of crowd control must be established?
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Crowd control measures such as regulating the use of skateboards, rollerblades,etc, forbidding running, strengthen barriers and distances from performers must be established to prevent people from being injured and property damaged.
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What are some examples to create/strengthen barriers and distances to reduce the likelihood of people being injured and property being damaged?
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The placement of barriers between the audience and the front of the stage, placement of vehicle barriers at least 20 feet from pedestrian traffic, placement of barriers to prevent vehicle and pedestrian traffice from flowing onto private property or environmentally sensitive areas reduce the likelihood of people being injured or property damaged.
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What is the purpose of the command center?
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The purpose of the command center is to make all major safety & security decisions during an event, to centralize & coordinate security & emergency response, to allow for a unified exchange of information to resolve emergencies is the purpose of the command center.
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What factors should be considered in choosing a location for a command center?
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You must consider the following factors when choosing a command center; will a fire, riot, or any emergency make the command post inaccessible or inoperative, can it be moved easily if need be, is there adequate space & power available, is the location accessible to other operations, are phone lines available, is the location removed enough from where crowds will gather should all be considered.
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What must organizers/planners anticipate when it comes to traffic congestion?
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They must anticipate any condition that can create traffic congestion keeping in mind pedestrians going to & from the event can cause serious traffic conditions.
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What must event planners inform authorities in writing of?
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Event planners must inform authorities in writing of they type of event, location, dates & times, and proposed road closures.
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What positions are appropriate for non-sworn security?
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Non-sworn security positions are appropriate for backstage security, VIP/patron access areas, & parking areas.
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What positions are not appropriate/acceptable for nonsworn security?
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Traffic control, finance security and cash collections are NOT appropriate/acceptable for NONsworn security.
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When should the indentification of risk factors take place?
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The identification of risk must take place before an event and while there is plenty of time to do something about situations discovered.
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What are potential hazards and threats that may become risk factors at an event?
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Bad weather, dangerous equipment, overcrowding, inadequate management, ineffective alcohol control, poorly trained staff, terrorism, gang activity, food & water contamination, & kidnapping can become potential hazards that may become risk factors at an event.
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Can risks be completly eliminated?
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No, risks cannot be completely eliminated but thorough & proper planning can reduce an event's risk.
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What are event planners responsible for?
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Event planners are responsible for having knowledge of safety standards and procedures, a means for self-evaluation, and constant innovation & improvement. All operational plans should be in writing and should specifiy who is responsible for which actions.
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What is critical to the success of the event and its attractiveness as a destination?
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The perception (feeling) of a safe, secure event is critical to the success of the event and to its attractiveness as a destination.
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When should security services be on patrol?
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Security services should be on patrol from set-up to tear-down.
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What are magnified greatly as the size of the crowd increases?
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Security, health, and comfort problems are magnified greatly as the size of the crowd increases.
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Any build-up energy from overcrowding is subject to what?
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A build-up energy from overcrowding is subject to a suddent release which may impact people and property. Out fo control energy can develp from excitement frustrations, anger, or racial tensions.
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What kind of crowd control must be established?
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Crowd control measures such as regulating the use of skateboards, rollerblades,etc, forbidding running, strengthen barriers and distances from performers must be established to prevent people from being injured and property damaged.
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What are some examples to create/strengthen barriers and distances to reduce the likelihood of people being injured and property being damaged?
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The placement of barriers between the audience and the front of the stage, placement of vehicle barriers at least 20 feet from pedestrian traffic, placement of barrier to prevent vehicle and pedestrian traffice from flowing onto private property or environmentally sensitive areas reduce the likelihood of people being injured or property damaged.
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When it comes to health and food service what are areas where event organizers could be negligent?
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Areas where event organizers could be negligent include recruiting or retaining the food vendors and selecting the suppliers and food storage faciltity for the event.
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How can event organizers reduce the event's exposure of liability?
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Event organizers can reduce the event's exposure of liability by conducting a complete site inspections before & during the event, checking for fire safety & health hazards, conducting reference checks on all suppliers, getting certificates of insurance from all suppliers & vendors, having agreements signed by all suppliers that comply with healthy safety & fire regulations, & having the health department inspect all food vendors on site.
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What must be determined if there is negligence from the food service provider?
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Negligence from the food service provider may be determined if the vendor could have been more careful when preparing or serving the food, if the vendor out to have realized the food was poiled or not stored properly, or the vendor did not properly monitor the food.
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What insurance is a necessity for all events?
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General liabiltiy insurance is a necessity for all events.
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What does general liability insurance cover?
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General liabiltiy insurance covers claims of bodily injury, property damage, and personal injury resulting from the event.
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What is a certificate of insurance?
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A certificate of insurance is a printed document authenticating proof of insurance, stating the amoune of coverage, the dates and times the coverage is in effect, and who it covers.
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What does there is a legal duty of reasonable care mean?
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A legal duty of reasonable care means there is an obligation to examine all details of an event and act appropriately, a responsibility to educate and inform participants and spectators fo any potential hazards ro conditions, a responsibiltiy to plan for the protection and safety of all participants and spectators, and a duty not to expose participants & spectators to unnecessary hazards.
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What is the "dram shop law"?
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The "dram shop law" in more than 40 states, extends liability in the event of an incident due to excessive alcohol consumption to the hosts of an event serving alcohol.
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What steps or examples must be taken to take affirmative steps to control the responsible service of alcohol to attendees?
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Examples of responsible/proper service of alcohol include requiring one ounce pours, not free pours of alcohol, limiting the length of service, using trained bartenders to serve, initiating a control system to verify minors are not being served, hiring security to check id's, carrying an assortment of non-alcoholic drinks, & making sure there is plenty of food.
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What three general mitigating circumstances determine social host liability?
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Three general mitigating circumstances that determine social host liability are; did the event supply and administer the sale of alcohol, was the event in a position to notice the condition of the intoxicated party, & did the event have a responsibilty to take precautions to inhibit an intoxicated person from injuring a third party?
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What does ADA stand for?
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ADA stands for the Americans with Disabilities Act.
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When was ADA inacted, put into effect?
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The ADA was enacted on July 26th, 1990.
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What does the ADA define?
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The ADA defines an individual with a disability as one who has a physical or mental impairment that substantially limits one or more major life activities such as walking, seeing, hearing, speaking, or taking care of oneself.
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The ADA also applies to what?
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The ADA applies to people with contagious & noncontagious dieseases from orthopaedic, visual, speech, & hearing impairments as well as cerebral palsy, epilepsy, muscular dystrophy, heart disease, cancer, diabetes, mental retardation, HIV, drug addiction & alcoholism.
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What adaptions in policies, practices, and procedures does the ADA include?
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The ADA includes adaptions to policies, etc including furnishing auxiliary aids when necessary to guarantee communication, displaying signs & info pertaining to special services, removing barriers, providing parking sites, not assessing surcharges on those with a disability.
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What should event organizers do to become ADA compliant?
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To become ADA compliant event organziers should become familiar with the needs of disabled individuals, solicit the assistance of a disabled person to help identify needs, take steps to conform with the law and to accommodate individuals, conduct site inspections to identify potential barriers, assign a staff memeber as on site contact for questions, concerns or problems with accessibility, advertise plans and special accommodations.
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What risk situations should event organizers note/include within written emergency plans?
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Risk situations should include severe weather, riots, fires, gang activity, vicious animals, terrorism, kidnapped children, fires, emergency evacuation, and extreme medical situations or death.
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The crisis management plan must identify what?
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One person who is a final decision maker in all crisis situations must be identified by the crisis management plan.
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