The Risk Management Circle in the Context of Events 2: Risk Identification
The first step is to identify all potential risks associated with the event. This includes physical risks (like fire hazards or structural failures), environmental risks (such as weather conditions), and human risks (like crowd control or medical emergencies).
Risk identification is described in ISO 31000:2018 as a process for finding, recognising and describing risks. Risks are listed without judgement, i.e. risks that seem unlikely at first glance are also included. It is important to carry out this step of the risk assessment very carefully. Risk identification is the first and arguably the most critical phase of the risk management circle in event management. This phase sets the foundation for the entire risk management process by pinpointing potential threats that could disrupt the event. The more comprehensive the identification, the fewer risks will be overlooked. Every risk identified and prevented is one less potential accident factor (see “water glass theory” by Gottschalk/Gürtler 1959).
Understanding Risk Identification
Risk identification involves a systematic process of discovering, listing, and describing risks that could negatively impact the event. It is essential to approach this phase comprehensively, considering all aspects of the event from inception to completion.
Key Elements of Risk Identification
- Stakeholder Engagement: Involve key stakeholders, including event organizers, vendors, sponsors, and even attendees, in the risk identification process. Their insights and experiences can highlight potential risks that might not be immediately apparent to the planning team.
- Environmental Scanning: Assess the internal and external environment where the event will take place. This includes understanding the local climate, political situation, and any ongoing public health concerns that could affect the event.
- Historical Data Analysis: Review past events similar to the one being planned. Historical data can provide valuable insights into common risks and issues faced, helping to anticipate and prepare for similar occurrences.
- Brainstorming Sessions: Organize brainstorming sessions with the event team to discuss potential risks. Encourage open communication and creative thinking to identify a wide range of possible threats.
- Checklists and Templates: Utilize checklists and templates that cover common risk areas such as logistics, security, health and safety, technical requirements, and financial constraints. These tools can ensure that no potential risk area is overlooked.
Common Risks in Event Management
It should be borne in mind that it is not possible to fully identify the risks. In addition to the temporal consideration (phases of the event), a spatial consideration makes sense, for example, which places at the event harbour a particular risk. Of course, this raises the question of how detailed this step in the process should be. It does not make sense to only look for possible risk factors superficially; going into too much detail and losing the overview is also not appropriate. Proportionality must be maintained.
The following standard hazards should always be taken into account (Source: https://basigo.vfsg.org/index.php?title=Sicherheitsbausteine/Sicherheitsbeurteilung [Online: 24.11.2023])
Weather
- Exceptional temperatures
- Storm
- Hail and heavy rain
- Thunderstorm with risk of lightning
- Flood
Spectator behaviour
- Climbing over barriers
- pressure and density
- Throwing objects
- Vandalism, bodily harm
- Other criminal offences such as drug use and sale, pickpocketing, carrying weapons, etc.
Medical and rescue service events
- Injury
- Accident
- High drug/alcohol consumption
- Missing persons/children
Technical hazards
- Gas outflow
- Health hazards due to leakage of hazardous substances
- Power failure
- Collapse of building components or systems
- Accidents (rides, motor sports, stunt shows, animals, air shows)
Fire hazards
- Fire, explosion
- Use of pyrotechnics by visitors
Hazards for the (visitor-relevant) infrastructure inside/outside the event, including traffic routes
- Failure of catering facilities
- Supply and disposal failure
- Cancellation of public (local) passenger transport
- Cancellation of private transport
- Car parks not usable
Basic hazards for special types of events
- Special political situation (appearance of security-relevant groups of people)
- Counter-events
- High number of people who cannot rescue themselves (small children, physically impaired people)
- Potential for violence among event participants
Dangers from attacks and threats
- Threats
- Suspicious objects
- Amok
- Explosives
Tools for Risk Identification
- SWOT Analysis: Evaluate the event’s Strengths, Weaknesses, Opportunities, and Threats to identify potential risks.
- PESTLE Analysis: Analyze Political, Economic, Social, Technological, Legal, and Environmental factors that could affect the event.
- Interviews and Surveys: Conduct interviews and surveys with stakeholders to gather detailed information on potential risks.
Risk identification using a checklist
Checklists can facilitate the systematic identification of risks. In addition, these checklists can contain not only risks, but also aspects that are often elementary and should therefore not be forgotten. The application has various advantages and disadvantages. The advantages of such a list are
- It can also be used by laypersons.
- Frequent problems/sources of risk cannot be forgotten.
- Suggestions for risk management (so-called protective measures) can be linked to each source of risk.
The disadvantages are:
- Only known sources of risk can be recorded in the list and therefore only known sources of risk can be identified.
- Sources of risk that are not so obvious can be overlooked.
- A checklist cannot fully represent the variety of different events.
The knowledge contained in the checklist is often based on more or less systematic experience. It can therefore not be used as the sole means of identification. On the one hand, it is advisable to continuously improve and expand the checklist in order to integrate new experiences. On the other hand, other methods should be used for identification, e.g. by means of a stress test.
Risk identification by means of a stress test
In a stress test, safety-critical components and subsystems are identified (e.g. via brain storming, mind mapping, clustering procedures) and it is determined how they react to stress. Systems are safety-critical if a (partial) failure or an unexpected delay causes visitors to react negatively, become aggressive and can lead to unrest and increased pressure on people. Examples
- Failure of the food supply (e.g. disruption of the beer supply at a rock festival[10])
- Absence of staff
- Failure of technical communication infrastructures (e.g. announcement systems, screens, signage, mobile phone network, etc.)
Once the safety-critical subsystems have been identified, it is determined how the subsystem would react to loads. It makes sense to carry out a query using certain keywords. Possible keywords are
- No/failure (e.g. main act does not perform)
- Less (e.g. not enough staff)
- More (e.g. more visitors at the entrance than expected)
- later (e.g. artist performs late)
- earlier (e.g. visitors arrive at the venue too early)
- Partially (e.g. music can only be heard in a certain part of the audience area)
- Other than (e.g. people moving in the wrong direction)
The resulting scenarios show further possible risks, in addition to the possible risks from the checklists.
Effective risk identification is the cornerstone of successful event management. By engaging stakeholders, conducting thorough environmental scans, analyzing historical data, and utilizing structured tools and techniques, event organizers can anticipate and prepare for potential risks. This proactive approach not only mitigates the impact of unforeseen challenges but also enhances the overall quality and success of the event.
