This document is the risk analysis plan of American Military University Arena located in Charleston, West Virginia. The arena can accommodate 65000 people and is utilized as a multipurpose facility to host events in college and professional basketball, football and hockey matches. The objective of this document is to analyze various possibilities of risk which may occur and cause hindrances in arena usage, threat to audiences and players or performers, result in any serious damages, etc. In this document, the information provided will include: services provided, clients served, person responsible for risk management, roles and responsibilities, stakeholders of facility, details about contingency arrangements made in the facility, actions to be taken in the event of an incident, communication arrangements, risk matrix and appropriate actions, formats of risk assessment.
2 Operation Overview
2.1 Services Provided. The American Military University Arena serves as a spacious facility to conduct a variety of college and public events, football, basketball and hockey games held in professional level. Indoor and outdoor stadiums are available. It is available to hire in the events which are expected to have population as high as 65000 persons. Some of the distinguished features of this facility includes: organized and comfortable seating arrangements, designed with emergency exits which can be accessed easily in events of emergency, facilitated with effective Wi-Fi connections, emergency communication arrangements, close circuit video cameras.
2.2 Other Facilities. The American Military University Arena has a valet parking facility with sufficient number of parking spaces. People are appointed exclusively to check in the vehicles on entry. A very spacious and airy cafeteria with numerous popular food outlets is available in a separate wing. Restrooms for men, women and family are available in the cafeteria wing, near emergency exits in the indoor and outdoor stadiums. Ten refreshing rooms are available for participants in a dedicated place in both the stadiums. First aid boxes and fire extinguishers are placed for every 200 and 300 meters respectively.
2.3 Stakeholders. The key stakeholders of the university arena include people of varying powers who are primarily identified by the advisory committee. The advisory committee consists of members from the foundation members, board of trustees, alumni of the university, parents of the students, regional employers, and the like. They are selected as the stakeholders by using an interest matrix towards the university. The key responsibilities of stakeholders will include: to make decisions involving extension of the facility, funding, any infrastructural improvements, assisting in identifying and determining the situation, its consequences, impact, timing and priority of the risk.
2.4 Client Services. Client services of the American Military University Arena include walk-in registrations, memberships, locker payments and refunds. Online services can be used to register for a vocational course, fitness or recreation course, registrations and memberships. Other client services may include free towel service for participants, refreshment drink of choice (water, energy drink, soda)
2.5 Risk Management Personnel. A risk management team including a Safety Officer and supporting personnel will be exclusively appointed to take care of risk management of the American Military University Arena. The Safety Officer will,
- Review, reevaluate and take necessary actions to modify the probability of occurrence of each risk item.
- Analyze periodically to identify any new risks and add them to risk register.
- Monitor and control the identified risks in planned intervals.
- Periodically review and update the top 10 risks in risk register.
- Escalate issues or problems of significant impact to the management of American Military University Arena
3 Risk Matrix
3.1 Severity and Frequency Matrix. The following matrix identifies the possible events of risk to management, facility, people, and participants.
Average occurrence is calculated from the occurrence matrix of past 6 months of the facility.
3.2 Financial Risk Matrix. The below matrix indicates how the cost will be transferred in an event of risk occurrence.
3.3 Insurance Program. The insurance program of American Military University Arena is covered for its stakeholders, registered players, registered performers, coaches, employees, members of the management committee and advisory committee, volunteers. The accident and liability policies provide coverage to insured persons in the event of following activities:
- Scheduled events, activities, camps or tournaments, provided they are under the direct supervision of a team official.
- Accidents either during the event or in the course of event.
- Insurance coverage will not be offered to family, parents of our insured members.
- Coverage will not be provided in cases of accidents or injuries incurred during practice sessions or transporting to any event or activity.
3.4 Waiver and Release Agreements. All registered players and performers are required to sign a Waiver and Release Agreement. It needs to be signed when submitting membership dues. The first section of the agreement focuses on the requirements to be provided in order to make the agreement valid. Second section concentrates on the format and language of the waiver. Final section includes items that are optional and not always a requirement to make the agreement valid. See appendix A for Waiver and Release Agreement.
3.5 Risk Reduction. The occurrence of possible risks is reduced by following a sequence of activities for every 6 months: identify the potential risks from events occurred, perform a risk analysis and determine its severity, develop plans to prevent the reoccurrence of event and contingency plans in the events of emergencies. This activity involves PDCA (Plan, Do, Check, Act) cycle.
- Plan. It is the responsibility of the Safety Officer and risk management team to create a plan for activities like periodical audits, maintenance, inspections and necessary trainings required for the implementation of risk management. This supervisory plan will include details about the training schedules, schedules for maintenance and their next due period, schedules for inspection and facility audit and their next due period. A planning meeting will be conducted by the risk management team and then taken forward to the facility’s management for its approval. In this meeting, personnel responsible for conducting training, maintenance and inspections will also be decided.
- Do. The activities will be carried out as per the plan and the reports will be filed for future references. A meeting will be conducted every 6 months to review the incident occurrences and develop plans for the same. All volunteers, personnel involved in risk management will be provided core training like fire- fighting, first aid, operation flow of risk management team in events of emergencies.
- Check. The facility arrangements including emergency communication lines, CCTV cameras, security system, condition of the sports ground, restrooms, locker rooms will be inspected periodically by the assigned personnel. Any findings will be reported to the risk management team and will be immediately acted upon with necessary action.
- Act. Contingency plans will be implemented effectively by the Safety Officer, risk management team and volunteers instantaneously in the event of any emergencies like injuries, short circuits, fire breakout, natural calamities, etc. Conduct lesson-learned review after every risk analysis. Ensure that all identified and analyzed risks are filed as reports. Enter every risk in the risk register and monitor them periodically. Review top 10 risks of the risk register in periodic intervals. (See Annex A- Risk Register)
4 Risk Reduction Procedures
4.1 Personnel Management. A person designated as Personnel Manager is employed to take care of the personnel management of the American Military University Arena. Responsibilities of Personnel Manager include:
- Hiring appropriate person suitable for the available position.
- Providing them with the job description and clearly explaining their responsibilities.
- Conducting assessments to assess their technical knowledge required for job, knowledge of ethics to be a good employee.
- After appointing the personnel, provide them with an orientation in which services, clients and other basic details of the facility will be covered.
- Arrange for a facility tour to become aware of the amenities of facility.
- Explain about various personnel policies including equal employee opportunity, employee conduct, recruitment and selection, personnel records, hours of work and compensation, benefits, performance evaluation, communicable diseases, separation from service, IT policy, policy for taking leave, drug testing, anti-smoking, contract policy (if applicable)
- Give introduction about the new employee to existing employees and leave to charge with the concerned department in which they are appointed.
4.2 Sexual Harassment Policy: Sexual Harassment Policy of the American Military University Arena is a policy, which is to be adhered by all employees of the facility. The objective of this policy is to clearly educate about the kind of behavior that will be considered unethical and not tolerated by the management. Any violations of the policy may lead to severe consequences to the extent of exemption from duties. (See Annex B)
4.3 Emergency Procedure. The Safety Officer, Administration and Finance department personnel act as the primary Emergency Operations Executives. General procedure to be followed for any emergency is:
- In any event of emergency, immediately inform the members of risk management team. They will start implementing the contingency plans.
- Call 911for help and inform about the incident and exact place.
- Rush to the nearest emergency exit. Do not create stampede in case of crowd.
- Help the handicapped people out of the venue.
- Direct people to emergency assembly area.
Emergency procedures for specific events are:
- In event of fire, immediately move away from the venue and activate the fire alarm. Use stairs for evacuation.
- In event of any violent or criminal behavior, immediately inform the facility’s risk management team and the police about nature, location of incident and persons involved. Do not involve in any arguments or fights with the person.
- In event of encountering any hazardous materials like gas leaks or fuel leaks, immediately evacuate from the area and report to the risk management team.
- In the event of a bomb threat, report to the risk management team and police, alert all other people in the venue and evacuate immediately.
- If there is an earthquake, duck under or next to any sturdy object. Keep your neck and head closed. Hold this position until shaking stops. Use stairs only for evacuation.
- In case of any accidents or injuries, immediately carry the victim out of the venue and offer first aid. Inform the facility’s risk management team and take the victim to nearby hospital as quickly as possible.
(See the accident incident form in Annex C)
4.4 Crowd Management Plan. Crowd management is an important part of event management. The American Military University Arena has trained crowd controller officials and it is their responsibility to organize a crowd and manage them well. The crowd management plan includes the following requirements:
- Formulate a plan involving safe capacity of arena, restriction to enter the arena after 97% of safe capacity has crossed, number of crowd controllers for an event and their positions in the premises, immediate contingency plans to be activated under the occurrence of any emergencies.
- Pre-season and pre-game responsibilities are applicable to both the participating and hosting organizations. Formulate a plan by setting up a prior meeting with the. Get details about the type of crowd to be expected and give awareness about the facility’s crowd management plan to the participating organization.
- Develop plans providing direction and information to all visiting personnel regarding safest routes, parking, seating and loading and unloading vehicles. Predetermine departure times and routes of audiences.
- Use clear visible signs and direction to guide the visitors.
- Arrange proper lighting in areas like parking, locker rooms, and rest rooms.
- Prepare a chart for allotting supervising personnel and communicate to them about their allotment. Arrange for continued supervision after the event is over, to check upon whether everyone has left and ensure no abnormalities are observed.
- All supervising personnel must be easily accessible and identifiable by the event organizing, participating people and spectators.
- Provide adequate police supervision before, during and after the event.
- Make use of multiple entrances and exits, crowd controller officials should restrict entry once the safe capacity is reached.
- Ensure that medical help is present during the event. It must include an ambulance, doctor and nurse with some basic medicines for first aid. It must be easily accessible and identifiable.
5 Compliance with ADA
In accordance with the requirements of American Disabilities Act (ADA), the American Military University Arena will not discriminate individuals based on disabilities or on their disability in its services, activities and programs. The American Military University Arena does not discriminate individuals based on their disability, in its hiring and employment practices. It complies with the state and federal law. On request, the management, to qualify them to participate equally in the facility’s activities, services and programs, will provide appropriate aids and services. The aid and services will include qualified sign language interpreters, documents in Braille code and other possible communication access to people with hearing, speaking and vision impairments. The American Military University Arena management will make all necessary changes in its policies and programs to provide an equal opportunity to people with disabilities. The ADA does not require the American Military University Arena management to alter its policies and programs, because of which any undue hardship or hindrance will be caused. (See Annex D for ADA form)
6 Conclusion
The main purpose of this document is to define the risk assessment process, document the methods employed for risk analysis and summarize the finding of all possible potential risks. The above detailed Risk Analysis Plan of the American Military University Arena will hereby be used as a manual to take actions in the circumstances of risks and emergencies. Any identified risk will be considered closed under adherence of following conditions.
- The action taken has vanished the possibility of the particular risk occurrence.
- Probability of the risk to occur has significantly reduced over the monitoring period.
- Risk is no longer considered a risk because of the effective measures and as a result, insignificant impact.
- Source for a particular risk occurrence is identified and the source is made obsolete.
This plan will act as a guide to identify, analyze, evaluate and act against potential risks. Every identification of a potential risk should be closed with a lesson- learned review. Lesson-learned review should therefore be helpful in analyzing risks in future. All the plans, actions, reports require approval from the management of American Military University Arena.
Annex A – Risk Register
Annex B – Sexual Harassment Policy
It is the policy of the American Military University Arena, that all employees are responsible for ensuring that the workplace is free from sexual harassment. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexually harassing nature, when: (1) submission to the harassment is made either explicitly or implicitly a term or condition of employment; (2) submission to or rejection of the harassment is used as the basis for employment decisions affecting the individual; or (3) the harassment has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.
Any employee who has a complaint of sexual harassment at work by anyone, including supervisors, co-workers or visitors, should first clearly inform the harasser that his/her behavior is offensive or unwelcome and request that the behavior stop. If the behavior continues, the employee must immediately bring the matter to the attention of his/her supervisor. If the immediate supervisor is involved in the harassing activity, the violation should be reported to that supervisor’s immediate supervisor, the department personnel officer, or the employee relations coordinator, who can be reached at immediately.
If a supervisor or personnel officer knows of an incident of sexual harassment, they shall take appropriate remedial action immediately. If the alleged harassment involves any types of threats of physical harm to the victim, the alleged harasser may be suspended with pay. During such suspension, an investigation will be conducted by the American Military University Arena management. If the investigation supports charges of sexual harassment, disciplinary action against the alleged harasser will take place and may include termination. If the investigation reveals that the charges were brought falsely and with malicious intent, the charging party may be subject to disciplinary action, including termination.
Annex C – Accident Incident Form
Annex D – ADA Form
References
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