In-Class Assignment 1: XSU Spring Concert - You Are A 102018

In Class Assignment 1 Xsu Spring Concertyou Are A Member Of The X St

You are a member of the X State University (XSU) student body entertainment committee. Your committee has agreed to sponsor a spring concert. The motive behind this concert is to offer a safe alternative to Hasta Weekend. Hasta Weekend is a spring event in which students from XSA rent houseboats and engage in heavy partying. Traditionally, this occurs during the last weekend in May.

Unfortunately, the partying has a long history of getting out of hand, sometimes leading to fatal accidents. After one such tragedy last spring, your committee wants to offer an alternative experience for those who are eager to celebrate the change in weather and the pending end of the school year. You have just finished a preliminary scope.

Preliminary Scope Statement

Project Objective: To organize and deliver an eight-hour concert at Wahoo Stadium at a cost not to exceed $50,000 on the last Saturday in May.

Deliverables: Local advertising, concert security, separate beer garden, eight hours of music and entertainment, food venues, souvenir concert T-shirts, secure all licenses and approvals, secure sponsors.

Milestones: Securing all permissions and approvals by January 15, signing bid-name artist by February 15, completing artist roster by April 1, securing vendor contracts by April 15, setup completed on May 26, concert on May 27, cleanup completed by May 30.

Technical Requirements: Professional sound stage and system, at least one big-name artist, at least seven performing acts, restroom facilities for 10,000 people, parking for 1,000 cars, compliance with XSA and city requirements/ordinances.

Limits and Exclusions: Performers responsible for travel arrangements, vendors contribute a set percentage of sales, concert must end by 11:30 p.m.

Customer Review: The President of XSA Student Body.

Assignment Objectives: 1. Identify 5 potential risks associated with this project. 2. Practice using two or more identification techniques (besides brainstorming).

Risk Identification (8x5=40 marks): For each of five risks, identify the event, cause, effect or impact, and technique used.

Paper For Above instruction

The organization and successful execution of a large-scale event such as the spring concert at Wahoo Stadium require comprehensive risk management strategies to anticipate, identify, and mitigate potential hazards. Effective risk management is essential to ensure the safety of attendees, protect the reputation of the university, and adhere to legal and regulatory requirements. This paper explores five significant risks associated with this project, using varied risk identification techniques to analyze their causes, impacts, and possible mitigation strategies.

Risk 1: Unauthorized Access and Crowd Control Issues

Event: Overcrowding and unauthorized entry leading to safety hazards.

Cause: Insufficient security planning and inadequate access control points; failure to implement proper ticketing and screening procedures.

Effect/Impact: Increased risk of injuries, stampedes, or incidents involving unruly spectators, potential liabilities, and damage to the university’s reputation.

Technique Used: Fault Tree Analysis (FTA) — This technique helps identify the root cause of overcrowding issues by analyzing the security system’s potential failure points, such as gate control failures or security personnel shortages.

Risk 2: Adverse Weather Conditions

Event: Heavy rain, storms, or other severe weather impacting the outdoor concert.

Cause: Unpredictable weather forecasts and lack of contingency planning for weather-related disruptions.

Effect/Impact: Cancellation or disruption of the concert, damage to equipment, attendee discomfort, and potential financial losses.

Technique Used: Risk Breakdown Structure (RBS) — This technique categorizes risks related to environmental factors, allowing the team to identify weather as a major risk factor and plan contingencies such as tents or indoor backup venues.

Risk 3: Technical Failures of Sound and Lighting Equipment

Event: System failure during the performance leading to canceled acts or compensation claims.

Cause: Substandard equipment, improper setup, insufficient testing, or power surges.

Effect/Impact: Disruption of performances, negative attendee experiences, potential safety hazards, and increased costs for repairs or replacements.

Technique Used: Checklist Analysis — This ensures all technical preparations are verified, and potential failure points are addressed proactively by reviewing maintenance and testing procedures before the event.

Risk 4: Non-Compliance with Permits and Regulations

Event: Failure to secure necessary licenses or violate city regulations during the event.

Cause: Inadequate knowledge of legal requirements, delayed applications, or oversight.

Effect/Impact: Fines, event shutdown, legal liabilities, and reputational damage.

Technique Used: Document Review — Reviewing licensing documents, permits, and city ordinances helps identify gaps early, ensuring compliance and avoiding legal issues.

Risk 5: Insufficient Emergency Medical and Safety Services

Event: Multiple injuries or medical emergencies among attendees during the event.

Cause: Underestimation of medical needs, inadequate first aid presence, or poor planning for emergency response.

Effect/Impact: Increased severity of injuries, possible fatalities, and liability for the university.

Technique Used: Scenario Analysis — Developing plausible emergency scenarios helps to assess medical resource needs and plan appropriate on-site medical facilities.

Conclusion

Identifying and analyzing potential risks using diverse techniques is critical for the successful planning and execution of the XSU spring concert. By understanding the causes and impacts of risks such as crowd control issues, weather, technical failures, regulatory compliance, and medical emergencies, the organizers can proactively implement mitigation strategies. These measures will help ensure a safe, enjoyable event that aligns with the university’s safety standards and community expectations.

References

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