2 Behavior At Events Risk Management 2

Managing the Risks
A Risk Management Presentation
For UT Dallas Student Organizations

Behavior at Events
Presentation 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

Policy
As a UT Dallas student and member of a student organization,
You are expected to abide by the provisions set forth in the
Regents’ Rules and Regulations and University rules.
Some of the prohibited behaviors that can be sanctioned
Include 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.


Behavior at Events

CHOOSING AND PLANNING
SUCCESSFUL EVENTS


Examples Of Organization Events

• Parties
• Social Mixers
• Philanthropy related Events
• Talent Show/Entertainment Events
• Sports related Tournaments
• Professional Social Gatherings
• Panels and workshops
• Conferences


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?


Theme Parties

• 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!


Factors to Consider

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.


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
advisor

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?

Behavior at Events

TIPS FOR SUCCESSFUL EVENTS


Tips for Alcohol at Events

• 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


The Event Planner(s)
• 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

Behavior at Events
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 added
to an existing officer position.
• Serves as the point of contact for your organization on risk
management issues, but does NOT need to be a risk
management “expert”.
• This officer must be an active member of your executive
team with the recognition and authority over risk
management issues for your organization.

BEHAVIOR ● MANAGING THE RISKS


Behavior at Events

APPROPRIATE BEHAVIOR FOR
ORGANIZATION EVENTS


Behavior at Events
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 of
disruption of the event.
• Address the behavior in a manner where the situation will not
escalate or get worse.
• Go STRAIGHT TO THE SOURCE: Address the issue directly with
the 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).


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).


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.


Behavior at Events
PLANNING TIPS TO REMEMBER
When planning an event make sure to:
• Choose events that reflect the values and beliefs of your
organization 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 place
and review it with all of your members prior to the event
• Remember that the type of events you host are a reflection of
your organization’s values


CONCLUSION

• 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.


University Resources For Event
Planning
Student Organization Forum (SOF)
Utdallas.edu/sof
972-883-6551

Fraternity and Sorority Life (FSL)
Utdallas.edu/gogreek
972-883-6173

Your Organization's Sponsoring Department (if applicable)


Review Your Knowledge
1) Clink on the link below to get started
https://elearningpilot.utdallas.edu/webapps/portal/frameset.jsp
2) Login with your netID and Password
3) In the my organizations box click on Risk Management Quizzes
2012-2013
4) 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 results
8) 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%

2 Behavior At Events Risk Management 2

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