Hazard/risk

Possibility

Effect

Total

Treatment

Police /Vicroads don’t approve of courses

2

5

10

1. Address and fix concerns
2. If still not approved , cancel and look for new Event concept.

Nil insurance

2

5

10

3. Address and fix concerns
4. If still not approved, cancel and look for new Event concept.

Police/SES won’t help

3

3

9

5. Address and fix concerns – so that they will assist
6. If they wont. Approach appropriate Service clubs to assist and/or CFA
7. If no service clubs , approach FOTZ volunteers to gain pool and ascertain qualifications

Another event scheduled same day in Melbourne

3

3

9

8. Find out full details of other Event
9. Target publicity/promotion strategy for our event accordingly

Event makes loss

2

4

8

10. Adopt ongoing fiscal checking during the leadup and adopt the “prevention is better than cure” philosophy.
11. Arrange with FOTZ, Zoo prior to the Event on how much they will cover any Loss.
12. Approach FOTZ and Zoo for a one-off start up grant for first year($2,000 each)
13. Apply for any State and Federal Grants to help start up costs.

Name/concept stolen

2

4

8

14. Register and trademark the name/concept with appropriate government authorities
15. Register the web site as an official web site domain
16. Put appropriate trademark,copyright symbols after any use of Fun Run name

SJAB/Red Cross wont attend

2

4

8

17. Adopt and address any concerns of SJAB/Red Cross so that they will attend.
18. If they don’t. Approach Sports trainers etc for qualified first aiders
19. If not , advertise in FOTZ for qualifed first aiders
20. If none forthcoming, cancel Event

Torrential storm

2

4

8

21. Ring weather bureau to get full details of storm warning
22. If committee decides that storm is going to hit during the Event. Decide to run event , postpone event till following week or cancel event all together (will re refund entry fee)
23. Put appropriate publicity out.
24. If storm hits during run, runner/walker safety is paramount. Refer to Emergency Plan:
25. Decide wether to continue run
26. If stop run – have a sweeper vehicle to inform runners to get off the course.
27. If continue run – have a dry/safe area set up for competitors at finish of Run
28. Heed Police advice in all cases

Equipment / signs stolen

2

3

6

29. Assess severity of equipment/signs stolen
30. Assess time to get replacement signs/equipment and wether can be replaced in time.
31. Assess wether more volunteers can do the job of the signs.
32. Record for appropriate debrief action

Water stolen

2

3

6

33. Assess time to get replacement bottled water.
34. Have several water containers  on standby
35. Fill up with tap water from Zoo
36. Distribute around course

Runners/volunteers injury

3

2

6

37. Have qualified first aiders at the start/finish and throughout the course
38. Get injured runner/volunteer to first aider
39. Give qualified first aider power to remove people from race
40. Have appropriate facilities set up for first aiders at start/finish
41. Have details for local ambulance service/hospital ready
42. Have volunteer/vehicle set aside for injury evacuation if this is quicker
43. Refer Emergency plan for full details

Runners get lost

3

2

6

44. Have course well signposted
45. Place map of course at start/finish area and on entry forms
46. Have km’s signs at each km of course
47. Give verbal description of course to competitors prior to start
48. Have vehicle sweeper check course at end of event for stragglers.

 General Theft

2

3

6

49. Have contingencies to get extra equipment if necessary
50. Bank late entries as soon as received on day
51. Race organisers will not look after any wallets, keys or valuables during the course of the Event and will not take any responsibility for valuables taken from cars (part of entry waiver)
52. Record details of any reported thefts on day of Event
53. Brief volunteers to look out for any suspicious activity.

Race Director working interstate

3

2

6

54. Record all organising activity in  a logical  written sequence.
55. Brief other committee members on an ongoing basis so anyone can take over
56. If Rd deployed, verbally brief other committee members before departure and make sure that they have all relevant current documents

Runners /volunteers animal escape

1

5

5

57. Alert all runners/volunteers immediately
58. Take advice and orders from full time Zoo staff
59. Take advice and orders from Police

Runners/volunteers car injury

1

4

4

60.    Have qualified first aiders at the start/finish and throughout the course

2.   Get injured runner/volunteer to first aider

3.   Give qualified first aider power to remove people from race

4.   Have appropriate facilities set up for first aiders at start/finish

5.   Have details for local ambulance service/hospital ready

61.  Have volunteer/vehicle set aside for injury evacuation if this is quicker

7.   Refer Emergency plan for full details

Runners/volunteers sunstroke – heat exhaustion

2

2

4

1. Have water/sunscreen available at the start/finish area and during the Event
2. Have appropriately placed warnings at the Event and on entry forms
3. Give verbal water and sunscreen warnings prior to start of race
4. Have qualified first aiders at the start/finish and throughout the course
5. Get injured runner/volunteer to first aider
6. Give qualified first aider power to remove people from race
7. Have appropriate facilities set up for first aiders at start/finish
8. Have details for local ambulance service/hospital ready
9. Have volunteer/vehicle set aside for injury evacuation if this is quicker
10. Refer Emergency plan for full details

Hazard/risk

Possibility

Effect

Total

Treatment

Sponsor’s /backers renig

1

4

4

1. Check alternative suppliers
2. check time frame  before run
3. check fiscal situation
4. If close to event – do we absolutely need that money/equipment
5. Assess alternitive
6. Action

Fire and bombs

1

4

4

7. Inform all runners/volunteers immediately
8. Call people to remain calm
9. Inform MFB immediately
10. If Police not in immediate vicinity, RD will be in charge. If RD not in vicinity, nearest volunteer will take control of the area
11. Take advice/guidance from Police as they will be in situ
12. Have fire exitinguishers at start/finish area for any local/small problems
13. Refer to emergency plan for full details

Interference from lobby group (anti caged animals)

1

4

4

14. If protest known in advance. Work with the lobby group , ascertain their intentions and possibly give them a site adjacent to the start/finish area – but ask them not to disrupt Event. Inform police of occurrence
15. If protest happens on day. A committee member works with the group and ascertains their intentions. Ask them not to disrupt the Event. Give them an area adjacent to the Event. Inform police immediately of any protest action as they can provide safety for committee member.
16. Follow the Police orders if it gets ugly.
17. remain calm when speaking with lobby group

Not enough volunteers

1

3

3

18. Appoint someone to be in charge of volunteers
19. Assess number of volunteers needed in early preparation stages
20. Start advertising for volunteers 6 months prior to event
21. Plan jobs and positions for volunteers
22. If volunteer drops out prior to the event, use reserves to reshuffle to where you can (important/less important)
23. If a volunteer doesn’t turn up. Assess where he was working. Was it important? Shuffle the positions accordingly.
24. Train the volunteers prior and reward after the event

Printing not done correctly

1

3

3

25. Appoint someone to be in charge of printing
26. Set out terms and costs of printing prior
27. Ask for printing to be re done if not done properly
28. Refuse to pay if close to Event

Prizes/showbags not delivered

1

3

3

29. Appoint someone to be in charge of prizes and showbags
30. Set out what is required early and costs
31. If not delivered or produced. Look at another supplier
32. If too close to the event. Does the event need the said prizes, showbags

 Missing persons

1

3

3

33. Have a missing persons area at the Event
34. Verbal announcements at the event where to go if lost.
35. If a child gets reported lost, inform police immediately and someone to search course/event area
36. If a child gets found. A volunteer takes them to the missing persons area. Someone tries to find out the childs name and a description gets announced on the loundspeakers