RISK MANAGEMENT PLAN
BOP Rugby Club Finals
Match Details:
Event Manager Details:
Name
e-mail
Mobile
e-mail
Mobile
Event Key Personal Details:
Name
This Risk Management Plan (RMP) relates specifically to BOP Rugby Club Finals,
The RMP is divided into five specific sections,

THE EVENTS

RISK IDENTIFICATION

RISK QUANTIFICATION, MONTORING, CONTROL and RESPONSE

RESPONSE ORGANISATION

CANCELLATION PROCEDURE
Please note, Clubs hosting Finals are responsible for all aspects of the Risk management Plan. BOP Rugby is providing advice and
support to ensure the event is safe for all involved.
RISK IDENTIFICATION
Given the type of event that Rugby is, there are several risks associated generically with this event. It is an outdoor event, which will
attract 1500-2000 people, and the associated costs in putting on such a fixture being the most notable.
The following list is a breakdown of these risks with basic detail in what the risks could be.
1. Event Cancellation
a. Long term – 2 weeks plus
b. Short term – three days
c. Immediate prior to event – three hours
2. Utilities/Lifelines failure
a. Power
b. Sewage
c. Water
d. Other
3. Traffic Control
a. Failure to conform to Traffic Management Plan
b. Traffic control/staff incompetence
c. Motor vehicle accident adjacent to site.
d. Unplanned public demonstration
e. Inadequate vehicle parking facilities.
4. National Hazard
a. Adverse weather conditions.
b. Seismic occurrence.
c. Unforeseen event.
5. Crowd Disruption
a. Fighting
b. Drunkenness/drug taking
c. Missile throwing.
d. Pitch invasion.
6. Equipment Failure
a. Damage to
infrastructures. Deliberate/accidental
b. Power cables/equipment.
7. Legal Issues
a. OSH Workplace Plan Organisers.
b. Union issues
c. Staff refusing to provide services.
8. Staffing Issues
a. Insufficient staff for event
b. Club staff
c. Other volunteers, commercial.
9. Pyrotechnics not applicable
10. Injury Accidents
a. Public
b. Staff , private
c. Players
11. Accidental/Deliberate Fire
a. Lack of fire fighting equipment.
b. Approved Fire Plan
c. Trained personnel
12. Criminal Security – Issues/Problems
a. Theft
b. Car parking security
c. Other criminal acts.
13. Financial Problems
a. Eftpos malfunctions.
b. Ticketing.
c. Unaccountable money deficiencies.
d. Cost overruns.
14. Event Site Controls.
a. No waste bin distribution, clearing.
b. No adequate site controls for pre-event layout,
Stadium Site Plan during event maintenance,
post event clearance.
c. Players and building safety.
d. Site evacuations.
15. Identification
a. Lack of adequate identification for all
personnel, organizations.
b. No passes issued for admittance to specific
areas.
16. Roles and Responsibilities
a. No clear role/responsibility given to staff and
organization.
17. Communications
a. Lack of adequate communication/equipment,
between operators, staff, other organizations.
b. Failure to refer to Communications Plan
18. Command/Co-ordination
a. No facilities for Operations Centre.
b. No clear lines of Command Control Coordination.
a. Venue vulnerable areas
b. Correspondence indicating a threat
19. Threat Assessment
RISK QUANTIFICATION AND RISK RESPONSE
Using the Risk Quantification Matrix - Probability vs. Impact - each identified Risk has been assigned a value ranging from 1 to 4.
RISK QUANTIFICATION MATRIX
4
critical
medium
3
Probability
2
low
high
1
1
2
3
Impact
4
By applying this matrix to each hazard will enable the organizers to ascertain the degree of risk attached by them to any specific
activity. For example – power failure. The probability of power failure occurring is very Low. Therefore, probability would rank as
‘1’. However, if such an event did occur the impact would be ‘4’, therefore the Risk Quantification will be High and this event must
be taken into consideration.
Other hazards will be apparent to other sectors of the organizing personnel during the planning stage and these should be applied
using the same matrix to the Plan. Only those risks identified as Critical, High and Medium will be considered in this Risk
Quantification Section.
RISK
1
2
3
ASSESSMENT
RISKS TO BE ADDRESSED
Event Cancellation
Long term – 2 weeks plus
Low
Short term – three days
Low
Cancellation of event due to
compromising of venue
preparations or team travel plans.
Immediate prior to event – three
hours
High / Critical
Cancellation of event due to
adverse weather or long term
system failure.
Utilities/Lifelines failure
Power
High
Power outage on-stage / venue
Sewage
High
Sewer outage / blocked toilets
Water
Low
Water failure / burst water mains
Other
Low
Other failure of venue
infrastructure outside of service
providers / contractors
responsibility.
Traffic Control
Failure to conform to Traffic
Management Plan
Low
Failure to conform to TMP
Traffic control-staff incompetence
Low
Traffic Control/staff
incompetencies
RISK CONTROL
RISK RESPONSE
(eliminate, isolate, minimise)
4
5
6
Motor vehicle accident adjacent to
site.
Low
MVA
Unplanned public demonstration
High
Public demonstration
Inadequate vehicle parking facilities
Medium
Inadequate car parking
National Hazard
Adverse weather conditions.
Critical
Adverse weather
Seismic occurrence.
High
Earthquake / Geyser eruption
Unforeseen event.
Low
Other potential event cancelling
event
Crowd Disruption
Verbal Abuse
Medium
Fighting
High
Crowd verbally abusing each other
and match official
Crowd fighting
Drunkenness/drug taking
High
Attendees drunk / under the
influence
Missile throwing.
High
Pitch Invasion
High
Individuals throwing objects into
crowd which can potentially cause
injury to other spectators
Person/s entering the playing area
Equipment Failure
Damage to infrastructures.
High
Sound / Lighting rigs tampered with
/ vandalised
RISK
7
8
10
ASSESSMENT
Power cables/equipment.
High
RISKS TO BE ADDRESSED RISK RESPONSE
(Eliminate, Isolate, Minimise)
Power equipment failure
Legal Issues
OSH Workplace Plan
High
OSH requirements not met
Issues relating to service providers
Low
Issues / regulations not
followed.
Staff refusing to provide services.
High
Service providers not
providing agreed levels of
service.
Staffing Issues
Insufficient staff and catering for
event
High
Staffing and stock levels to
suit event
Injury Accidents
Public
Critical
Accident to public
Staff volunteer, RDC, private
Critical
Accident to Staff
Players
Critical
Injury to Players
11
12
13
14
Fire alarm
Lack of firefighting equipment.
High
Accidental/deliberate fire
Alarm activation
High
Accidental/deliberate fire
Criminal Security – Issues/Problems
Theft
Medium
Criminal activities
Car parking security
Medium
Criminal activities
Other criminal acts.
Medium
Criminal activities
Financial Problems
Eftpos Malfunction
Low
Where transactions cannot
be completed
Ticketing
Low
Sufficient tickets not
available
Unaccountable money deficiencies.
Low
External money
unaccounted for and audit
identifies discrepancies.
Cost overruns.
Critical
Cost overruns due to
additional requirements
from BOPR and teams upon
arrival.
Event Site Controls.
No waste bin distribution, clearing.
High
Waste bins
15
16
17
No adequate site controls for preCritical
event layout, Stadium Site Plan during
event maintenance, post event
clearance.
Players and building safety.
High
Site controls – pre, during
and post event
Site evacuations.
Medium
Site evacuation not
preformed properly
Identification
Lack of adequate identification for all
personnel, organizations.
High
Personnel ID not present,
staff and crowd mixing in
restricted areas
Roles and Responsibilities
No clear role/responsibility given to
staff, volunteers, organization.
High
Roles/responsibilities
Critical
No radios, communications,
equipment
High
No sound system
High
Operational HQ
Low
Event staff making
decisions without informing
event management
Communications
Lack of adequate
communication/equipment, between
operators, staff, volunteers other
organizations.
Inability to communicate risks or
important announcements with
spectators
18
Command/Co-ordination
No facilities for Operations Centre.
No clear lines of Command Control
Co-ordination.
19
Threat Assessment
Building and players safety
Correspondence indicating a threat
High
Information disregarded
RESPONSE ORGANISATION
LAW AND ORDER:
The disposition of police personnel will be at the discretion of the officer on duty on the event day, subject to other policing duties.
All contact for Police assistance with regards to the Fixture to go through the Event Manager in charge who will have contact details
of the officer on duty.
FIRE:
The disposition of Fire Service personnel and equipment will be at the discretion of the Fire Officer on duty on the event day, subject
to other Fire Service requirements. The Event Manager becomes the main officer to manage activity in the absence of the Fire
Service. The Event Manager, will be taking the lead monitoring role of any required Fire Plan and Evacuation Scheme. All contact for
Fire Service assistance with regards to the Fixture to go through the Event Manager, to Fire Service contact.
MEDICAL SERVICES:
St John Ambulance staff will be required to be on site throughout the event to deal with any necessary emergencies.
TRAFFIC, EVACUATION AND CROWD CONTROL:
A TMP may be required for this event depending on council by laws. The host Club is responsible for the control of the crowd during
the event. In the event of a full evacuation, the Event Manager on site will assume command and Police will be informed
immediately.
SECURITY:
The host Club is responsible for the provision of suitably trained and equipped staff to provide for the safety of players and
spectators in the vicinity of the venue.
SITE CONTROL AND CO-ORDINATION:
The management site control team of the Event Manager and a BOPR Representative have the responsibility to ensure a safe and
enjoyable event for patrons. Collectively, any decision to evacuate, re-schedule or delay the event falls with this group of
representatives that are present.
The implementation of the Liquor Ban requirements, if applicable, will be the responsibility of the Police in conjunction with the
Event Manager.
SITE MAINTENANCE:
Service Providers will be responsible for the setting up of their requirements at the event site, maintaining equipment/utilities
during the event, and clearing of the site post event. As per Event Site Plan, the Stadium Manager will be responsible for the overall
coordination of the services in conjunction with service providers.
ELECTRICAL EMERGENCY WORK:
The host Club will have on call throughout the event an Electrician capable and qualified for dealing with any electrical emergency,
pre, during and post event.
CANCELLATION PROCEDURE
Request weather report from Met Service – obtained by Event Manager
Assess environmental (actual and forecasted wind – speed and direction, rain – levels and estimated volume and temperature) and
structural factors (sound set-up, flood lighting)
Any decision relating to weather is to be consulted with Operational HQ Control Team.
Confirm decision made
If cancellation is required;
1. Event Manager to contact immediately all Radio Stations in area regarding situation – confirming the event is not running on
time and disclose any other information as per Site Control teams requirements.
2. All event staff managers and service providers to gather to discuss postponing event by one day/cancelling event all-together –
specifically budget implications.
3. Upon a decision, the Event Manager to confirm with radio stations of any re-scheduling or cancellation of event.