2 - Behavior at Events - Risk Management

Managing the RisksA Risk Management Presentation

for UT Dallas Student Organizations

Behavior at Events

Center for Student Involvement!"#-$$%-&''(utdallas.edu/csi

Presentation 2 of 8

Behavior at EventsManaging the Risks

OBJECTIVES• Identify factors to consider when planning safe and

effective 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

BEHAVIOR ● MANAGING THE RISKS

Managing the Risks

POLICYAs 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

Managing the Risks

SECTION !: CHOOSING AND PLANNING SUCCESSFUL EVENTS


Behavior at Events

Managing the Risks

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


Behavior at Events

Managing the Risks

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?


Behavior at Events

Managing the Risks

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!


Behavior at Events

Managing the Risks

FACTORS TO CONSIDERFactors 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 concernsFor ALL of these reasons, we encourage student organizations to engage in more imaginative and feasible alternatives to these activities.


Behavior at Events

Managing the Risks

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 Center For Student Involvement at

972-883-6551-Talk with other officers and/or your organization’s advisor


Behavior at Events

Managing the Risks

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

Managing the Risks

SECTION ": TIPS FOR SUCCESSFUL EVENTS


Behavior at Events

Managing the Risks

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


Behavior at Events

Managing the Risks

THE EVENT PLANNER(S)•Student organization 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; and -passion and a strategic vision.

For more information contact Tineil Lewis at 972-883-6449


Behavior at Events

Managing the Risks

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 at Events

Managing the Risks

SECTION #: APPROPRIATE BEHAVIOR FOR ORGANIZATION EVENTS


Behavior at Events

Managing the Risks

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).


Behavior at Events

Managing the Risks

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 of 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).


Behavior at Events

Managing the Risks

GENERAL EMERGENCY PROCEDURESIf 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

Managing the Risks

PLANNING TIPS TO REMEMBERWhen 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 valuesBEHAVIOR ● MANAGING THE RISKS

Behavior at Events

Managing the Risks

CONCLUSION• Planning an event requires a lot of planning, work and

thought.• Event 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.


Behavior at Events

Managing the Risks

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)


Behavior at Events

Review Your Knowledge1) Click on the link below to get started https://elearning.utdallas.edu/webct/

entryPageIns.dowebct2) Click on Trainings, Organizations, and Research3) Click login. Enter your net id and password.4) Click on Risk Management Training quizzes.5) Click on the quiz title that you will take.6) Click Begin Assessment. As you proceed through the quiz make sure that

you click Save and View Next7) Once you have Answered and Saved all ten questions click finish.8) Wait for the submission report.9) Once the submission report is confirmed click View Attempt. 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%.

MANAGING THE RISKS

2 - Behavior at Events - Risk Management

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