Risk Management of Rochester Rowing Event - Assignment Example

? Risk Management Consultant Proposal of the of the Risk Management Consultant Proposal Introduction Rowing is a sport that requires a combination of strength, dexterity and skill. The US Rowing Association was formed in 1985 by the merger of the National Association of Amateur Oarsmen and the National Women’s Rowing Association. Rowing has been recognized and designated as an official Olympic event and the USA takes a keen interest in the sport. In this paper it is stated that the US Rowing Association, the official sanctioning body of rowing in our country has picked Rochester, New York to host its U.S. Rowing Diversity International Event for 2011, to be held soon. We are a team of consultants bidding for controlling the risk management factors related to this event and in this context are required to make a presentation to the organizing committee. Discussion Risk management can be defined as the process of determining the probability of an undesirable consequence connected with an action or event and then finding out the best ways to mitigate the undesirable consequences through preparation and counter measures (www.investopedia.com). Risk and its management is a very important part of any public event and one such as rowing is fraught with its own particular risks. Among these are the risks of injury or even death that can be caused by sinking and drowning. Not only are the race participants to be taken care of, but also the onlookers and rowing enthusiasts who have come to watch the competition. The US Rowing Association conducts around 150 or more rowing events of various kinds all across the USA every year and also trains the national team. It holds local, regional and national championships and also selects the US National Rowing Team to represent the country in various international rowing events. At a news conference held recently, Mayor Tom Richards announced that the City of Rochester, New York will host the Cross-Country Minority rowing races under the auspices of the US Rowing Association that that will be held in the Genesee River this year (www.whec.com). This was by no means a surprise, for the sport and the number of local enthusiasts has been growing in recent years. New York is a cosmopolitan city with people of different ethnic backgrounds, some of who are keenly interested in rowing and other water sports. Goals in the Risk Management of this Event The main objective here is to conduct the event in a safe and secure manner, protecting the lives and property of all participants and onlookers, as well as controlling risks of hazard to the natural environment. As an event management and organizing company, we are well aware of the activities that are connected with the event and the risks posed by them. An unfortunate mishap can result in loss of life and property and overshadow the entire event. We have to plan to control every eventuality and limit or mitigate possible losses and damages. It all boils down to good thinking, organizing and implementation of an action plan, should any risks arise (Crouhy et al, 2005). Our first priority is always to look at the venue for the event and anticipate the possible risks that the holding of the event at that venue will present. Distance to the nearest hospital and fire station, as well as police precinct is taken into account. In fact we make sure that a representative of each unit is present at the venue, complete with fire brigade, police vehicle and ambulance to take care of any eventuality. In all cases, there is a fully functioning system for backup if needed. You will be amazed to know that we even have our own bomb disposal expert on hand in case of any such device being found on ground or in the river where the event will take place. As one of the first steps, our local lab expert even checks a sample of the water in the river to ensure that it does not contain a high degree of contamination that would pose danger to onlookers or race participants. We also plan to have three fully trained lifeguards on hand who know first aid which can be administered if needed. We have anticipated a crowd of between 300 and 500 onlookers for the event and 75 participants in all, with 25 staff in the organizing committee. This gives a total population estimate of 600 people for this event. It is important to demarcate the areas accessible to onlookers and participants so that there is no confusion during the event and each group is limited to its own area. This will be accomplished by putting up signs for the changing area, competing area etc. Onlookers will be kept back at a safe distance from the river that still however allows them to watch the proceedings and enjoy the event, as well as encourage their own favorite team or candidates. A couple of spare row-boats, oars and motors will be arranged, as will rowing gear. In fact we have already made a preliminary visit to the venue and are pleased to state that the water is actually very good for rowing because it is sheltered. In this part of the year, one does not experience a lot of wind problems, so that makes it a great place for having this rowing event. Based on weather forecasts for the last five years and the advance knowledge of local weather stations, it is recommended to host the planned event in the first weekend of September i.e. on 03 and 04 September 2011.Both national and local weather stations anticipate no adverse weather conditions for the given dates, so it should do very nicely indeed. Regarding safety and security considerations for the participants and the equipment, it is imperative that all row-boats to be used in the event must have the necessary maintenance completed on them. One or two members of the organizing committee with the necessary knowledge should be entrusted with the task of checking the fitness of the rowboats, at least a day or two before the event so that necessary deficiencies can be corrected in this regard. As for the competitors, all of them should be in good health and fitness with knowledge of how to swim. Quite often this is overlooked as it is assumed that all good rowers are necessarily good swimmers- this is not always the case and there may be one or two exceptions. The excitement of the event and the intensity of competition can sometimes unnerve even a good swimmer. Efficient and effective risk management needs also to consider the number of participants, their sex, age and experience level, as well as extra equipment and first aid, and most importantly the availability of experts in different disciplines in sufficient number to act as needed in the event of any eventuality. What Would Be Needed on the Days of the Rowing Events Based upon research and our past experience with risk management, we anticipate that for this rowing event to be a success, there would be a need for the following: 1. Fully qualified supervisors to conduct different aspects of the competition. 2. A place to warm up and a warm well lit area with plenty of space for the participants to move in and out of before and after their race. 3. Changing rooms in adequate number for the participants. 4. Demarcated places for spectators to sit or stand and watch the proceedings. 5. The availability of a first aid kit, as well as access to a telephone to call the hospital if needed. The Emergency Medical Technician will already be on hand, as will a Bomb Disposal expert, fireman and police official. 6. Checked for maintenance, fully functional rowboats for the competition as well as two spares. 7. Spare oars, rowboats and speed monitors in sufficient number to control and monitor the events. 8. A toilet area to relieve oneself in case of a call of nature. 9. Designated areas to eat and drink with arrangements for waste disposal. 10. The designated time table for conducting the events. 11. Fully completed and signed entry forms as well as consent forms by the participants. 12. A set of checked recording charts to be used by the judges for marking the results. 13. Fully functional and checked stopwatches. 14. A whistle to use at the start of every race. 15. Clipboards and pens to be used by the judges to make notes and calculations. 16. Medals to give the winners and participants. Event Management Functions that Would Be Needed to Make this Event a Success We have also compiled a list of activities that need to be performed by different persons in order to make this rowing event a success: a. Set date and venue. Get agreement for venue from City officials. b. Apply for funding for event from the American Rowing Association and other sponsors. c. Publicise the date and venue of the competition, hire an advertising agency to structure posters for the event and invite the general public. d. Start accepting applications from participants, decide on programme running order and send out draw and consent forms. e. Hire a Risk Management team to deal with the risk management aspects of the event. f. The event managers and organizers should be responsible for all meetings and liaison with sponsors and advertising agency. g. There should be proper agreement on rules for the event with officials liaising with the US Rowing Association and the Chief Umpire for final decisions. A chief judge should also be appointed. h. All monies should be collected by the Treasurer from sponsors, organizers and participants in terms of registration and entry fees and reconciled with the entry forms. i. All participants should be given a pictorial ID Card with personal details, as well as a copy of the event programmes. Conclusion The risk management plan has been presented to you in detail. We hope that you will consider us for the risk management aspect of this event. In case of any clarification, do get in touch with us at the given contact numbers. References Author Unknown (2011). Rochester to host Rowing. Diversity Event. Accessed on 18 August 2011 at http://www.whec.com/news/stories/s2220326.shtml?cat=565 Crouhy, M; Galai, D & Mark, R.(2005). Essentials of Risk Management, 1st ed. McGraw Hill. Investopedia (2011).What is Risk Management? Accessed on 18 August 2011 at http://www.investopedia.com/terms/r/riskmanagement.asp#axzz1VWpRnYZz Read More