Risk Management and Social Event Planning

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Risk Management and Social Event Planning

• Presented fall 2008

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General Overview

• Risk Managementwhat is it?
• FIPG and other risk management policy
• Event Monitoring and Planning- What do you do as
  host?
• Registering an Event

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What is risk management?

• Risk Management is the process of measuring risk
  and then developing strategies to manage the
  risk. In general, the strategies employed include
  transferring the risk to another party, avoiding
  the risk, reducing the negative effect of the
  risk, and accepting some or all of the
  consequences of a particular risk.

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Risk Management for Greeks

• Risk Management is conducting chapter life in a
  manner that exhibits care and concern for the
  safety and well being of members, guests and the
  community around you.

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F.I.P.G.

• Fraternity Insurance Purchasing Group addresses
• Alcohol and social Events (Event Management)
• Drugs
• Sexual Abuse
• Housing
• Hazing

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Events with Alcohol

• Must be in compliance with all applicable
• -State, province, county, and city laws
• -Institutional policies
• -Must comply with BYOB or third party vendor
  guidelines

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Events with alcohol, continued

• No purchase of alcohol through chapter funds or
  coordination of purchase in the name of/on behalf
  of the chapter for members or guests
• Open parties (those with unrestricted access by
  non members without a specific invitation) are
  prohibited

• All recruitment activities are dry
• Elimination of Drinking games and shots
• There should be no alcohol at pledge/associate
  member meetings, programs, or events
• Bulk quantity/common source alcohol is prohibited

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Event Management

• Follow rules mentioned earlier
• Avoid dangerous party items, including glass
  bottles,
• Invite people you know
• -Members are responsible for guests
• Pick a suitable place for a party
• -Do safety checks
• -Remove or secure unsafe items (like power
  cords, furniture, etc.
• -Ensure proper lighting and parking
• Provide transportation or other means to prohibit
  drinking and driving

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Event Management, continued

• Schedule parties that allow enough time to
  prepare and when guests are able to attend.
• Find something else to focus on beside alcohol-
  music/dancing, food, decorations, karaoke.
• Set an ending time for the party and last call
• Provide food and non alcoholic beverages for the
  duration of event
• Enforce event rules

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Event Management, 3

• MONITORS
• Dont drink
• Work with hired security
• Check IDs
• Look for underage drinkers
• Watch entrances and exits
• Monitor guest list

• Take proper care of those who have had too much
  to drink.
• Party hosts, chapter members, and the chapter
  officers are accountable if a problem occurs.

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Difference in Open vs. Closed Party

• Closed parties utilize a guest list,
  invitations, and have limited access into the
  party
• Closed parties do not have flyers or signs
• Closed parties try to limit the total number of
  attendees

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Alcohol Management

• BYOB limit the number of drinks brought to the
  party, drinks are pre-packaged, and are checked
  in as people enter the party and secured by a
  server
• A ticket system is usually the most effective way
  to manage a byob event (1 ticket for 1 drink)
• People can only consume the drinks they have
  brought

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Alcohol Management cont.

• Utilizing 3rd party location and vendors helps
  spread out the liability and increases monitoring
  (reducing the liability)
• Host organizations still need to monitor the bar,
  observe and look out for those who have had too
  much, and monitor for underage drinking

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Registering an Event

• Social Event Agreement Form
• Complete at least three weeks in advance
• Needs to have chapter signatures prior to
  submitting
• Chapter advisor needs to be aware and attend
• Bring to Fraternity and Sorority Programs before
  Student Programs

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Registering an Event cont.

• With the Social Event Agreement Form
• Letter to neighbors
• Guest list
• Copy of the invitation
• Alcohol addendum
• To be completed by venue hosting the event or
  serving alcohol

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When to Register an Event

• Date Parties
• Mixers (only with official Tulane Groups and all
  groups complete the paperwork)
• Formals
• Any event with Alcohol the chapter is organizing,
  planning, committing resources to, or promoting

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• The person or group who has facilitated, planned,
  promoted, announced, provided resources , etc.
  for the event is assuming liability and
  responsibility
• Therefore if a member says they are
  planning/hosting an event, are they willing to
  accept the liability and responsibility for the
  events outcome?

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Other Items/Issues

• National policies
• What to do in the case of conflicting policies
• Neighborhood relations
• Policies on where and when parties can take place
• Promoting items in residence halls