Managing the Risks - Behavior at Events - Presentation 2 of 9
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Transcript of Managing the Risks - Behavior at Events - Presentation 2 of 9
Managing the RisksA Risk Management Presentation
For UT Dallas Student Organizations
Behavior at EventsPresentation 2 of 9
Objectives• Identify factors to consider when planning safe and
effect events.• Discuss risks associated with alcohol at parties and
other events• Discuss the importance of a crisis management plan
for events.• Review the laws, University policies and procedures
associated with student organization events held on and off campus.
• Identify resources available to assist you and your student organization with event planning.
MANAGING THE RISKS ● Behavior
As a UT Dallas student and member of a student organization,You are expected to abide by the provisions set forth in theRegents’ Rules and Regulations and University rules.
Some of the prohibited behaviors that can be
sanctionedInclude disorderly conduct, misrepresentation of self, Destruction of University property, and other violations of the Handbook of Operating Procedures. utdallas.edu/deanofstudents/titlev
UT Dallas may impose University sanctions for inappropriate Behaviors occurring off campus.
Policy
MANAGING THE RISKS ● Behavior
Behavior at Events
CHOOSING AND PLANNING SUCCESSFUL EVENTS
MANAGING THE RISKS ● Behavior
• Parties• Social Mixers• Philanthropy related Events• Talent Show/Entertainment Events• Sports related Tournaments• Professional Social Gatherings• Panels and workshops• Conferences
Examples Of Organization Events
MANAGING THE RISKS ● Behavior
Factors To Consider• What is the purpose of the event? How will this event
reflect the values of your organization?• Who are you inviting?• When is the event going to take place?• Where is the event going to take place (on – or off-
campus)?• Who is organizing the event? Who is in charge of the
event?• Will alcohol be served at the event? If yes, who will
be serving it?• How much will the event cost? Do you have a
budget in place? Will you be signing contracts?• Do you have an emergency or crisis plan in place?MANAGING THE RISKS ● Behavior
• Why this theme?• Is it about a living culture?• Is it about a current subculture?• Have you consulted either people from that
community or with recognized “experts” (community leaders or faculty) about the theme?
• Are the people whose culture is being represented adequately empowered in society?
• Think and talk about what you are planning to do!
Theme Parties
MANAGING THE RISKS ● Behavior
Factors to consider before planning a “Date” or “Slave” Auction:
• Involves “bidding” on a human being• The process devalues a human being• This country’s real and tragic history• Safety concerns
For ALL of these reasons, we encourage student organizations to engage in more imaginative and feasible alternatives to these activities.
Factors to Consider
MANAGING THE RISKS ● Behavior
Managing Risk: Understanding University Policies
• Are you familiar with all the university rules and policies regarding events?‒ Review the Registered Student Organization
Manual‒ Use the Event Planning Form available at
www.utdallas.edu/orgsync/login in the registration group under media and files
• Are university rules or policies being violated by this event?‒ Contact the Student Organization Center at 972-
883-6551‒ Talk with other officers and/or your organization’s
advisorMANAGING THE RISKS ● Behavior
Liability: Federal And State Laws
• How will you ensure that members of the organization will not violate the law (e.g., underage drinking, driving while intoxicated, not wearing a seatbelt)?
• What are some potential legal issues that might emerge from your event and how can you prevent this?
• Will you or your organization be liable for any damages? (property damage, breaching terms of a contract, accidents, etc.)
• Are you aware of the types of liabilities? (e.g., negligence, foreseeability, premise liability, contracts)
• How can you reduce these liability issues?
MANAGING THE RISKS ● Behavior
Behavior at Events
TIPS FOR SUCCESSFUL EVENTS
MANAGING THE RISKS ● Behavior
• Only invite people you know• Do not serve alcohol to anyone under 21• Consider providing safer and alternative ways of
transportation (designated drivers, cabs, shuttle service)
• If you will be providing alcohol make sure the facility is authorized to serve alcohol
• Will people be attending any “pre-parties” before coming to your event? If yes, have a risk management plan to address this.
• Use a third party vendor or wristbands to manage alcohol
Tips for Alcohol at Events
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• Student organizations events can be quite complex to manage (budgets, schedules, seating arrangements, training for volunteers, etc.).
• Select an officer, other organization member, or committee/team to take the lead (i.e., the event planners).
• Qualities of good event planners (or event planning teams) include:• Experience within the organization;• Excellent organizational, communication and time
management skills;• Ability to handle stressful, fast-paced situations• Passion and a strategic vision.
For more information contact Tineil Lewis at 972-883-6449
The Event Planner(s)
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A RISK MANAGEMENT OFFICER• A member of your executive team – may be a new officer
position that you create or it may be a responsibility addedto an existing officer position.
• Serves as the point of contact for your organization on riskmanagement issues, but does NOT need to be a riskmanagement “expert”.
• This officer must be an active member of your executiveteam with the recognition and authority over riskmanagement issues for your organization.
BEHAVIOR ● MANAGING THE RISKS
Behavior at Events
MANAGING THE RISKS ● Behavior
Behavior at Events
APPROPRIATE BEHAVIOR FOR ORGANIZATION
EVENTS
MANAGING THE RISKS ● Behavior
ADDRESSING INAPPROPRIATE BEHAVIOR• Any inappropriate behavior at your event is a reflection on your
as a leader and on your organization.• Find ways to address the inappropriate behavior in a private
and discrete manner that causes the least amount ofdisruption of the event.
• Address the behavior in a manner where the situation will notescalate or get worse.
• Go STRAIGHT TO THE SOURCE: Address the issue directly withthe person/s who are acting inappropriately.
• Remember IT’S ABOUT THE BEHAVIOR AND NOT THE PERSON:Explain clearly the behavior that is inappropriate and why.
• Involve your advisor and/or other sponsors (if present)• Seek assistance if needed (e.g. UTD or Richardson PD, etc).
BEHAVIOR ● MANAGING THE RISKS
Behavior at Events
MANAGING THE RISKS ● Behavior
Tips For Handling A Crisis
• Always know who is in charge in the event of a crisis (e.g., President, Social Chairperson, etc.)
• Get all the officers together to discuss next steps and how to handle the crisis.
• Assess the situation and decide on short-term and long-term steps to resolve the crisis.
• Contact key people/offices as needed (e.g., EMS, Student Emergency Services, Organization Advisor, National Office, UTD POLICE, or Richardson PD).
MANAGING THE RISKS ● Behavior
General Emergency Procedures
If an emergency situation occurs at your event:• STOP immediately and call 911 or local Police• Assess the situation and render aid as appropriate• Fill out a Police Report• Obtain the names and addresses of all witnesses• Contact your advisor• Avoid making statements as to who is at fault, nor
should you make offers to pay for damages.
MANAGING THE RISKS ● Behavior
PLANNING TIPS TO REMEMBERWhen planning an event make sure to:
• Choose events that reflect the values and beliefs of yourorganization and members
• Invite people and groups you know• Appoint or designate “event monitors” to handle emergencies
and other details• Appoint “designated drivers” if hosting an event where alcohol
will be served• Confront inappropriate behavior quickly and firmly
• Be sure to have a emergency/crisis management plan in placeand review it with all of your members prior to the event
• Remember that the type of events you host are a reflection ofyour organization’s values
BEHAVIOR ● MANAGING THE RISKS
Behavior at Events
MANAGING THE RISKS ● Behavior
• Planning an event requires a lot of planning, work and thought.
• Even planning can help to build and enhance your leadership skills.
• Events are a reflection on not just you but your entire organization.
• Your social events have the potential to benefit all members of your organization.
CONCLUSION
MANAGING THE RISKS ● Behavior
University Resources For Event Planning
MANAGING THE RISKS ● Behavior
Student Organization Forum (SOF)Utdallas.edu/sof972-883-6551
Fraternity and Sorority Life (FSL)Utdallas.edu/gogreek
972-883-6173
Your Organization's Sponsoring Department (if applicable)
1) Clink on the link below to get started https://elearningpilot.utdallas.edu/webapps/portal/frameset.jsp
2) Login with your netID and Password3) In the my organizations box click on Risk Management
Quizzes 2012-20134) Click on the quiz title that you will take.5) Click Begin. As you proceed make sure all answers are
saved.6) Once you have answered and Saved all ten questions click
save and submit.7) Wait for the submission report. Click ok to view results8) If you have scored an 80% you may move on to the next
quiz. If you have not scored an 80% you must retake the quiz until you have received a score of 80%
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