UCSB took activities risk management online with OrgSync and an elaborate form, the 360 Event Planning guide. Using this case, we will review the critical questions to ask during the event planning process, strategies for streamlining complex campus event planning procedures, and methods for managing risk and accepting waivers online. Presented by Miles Ashlock and Katya Armistead

1. 6/23/12
Using
the
Web
to
Manage
Risk
with
Campus
Organizations
KATYA
J.
ARMISTEAD
&
MILES
W.
ASHLOCK
–
OFFICE
OF
STUDENT
LIFE
-­‐
SANTA
BARBARA
Slides
&
Handouts
We
are
thrilled
to
share
our
experiences
and
to
learn
from
you
as
well.
Please
leave
us
a
business
card
or
your
name
and
E-­‐Mail
address
on
a
slip
of
paper.
We
will
send
you
our
slides
and
and
a
PDF
version
of
our
360
Event
Planning
Guide.
1

2. 6/23/12
About
Us
–
Two
Gauchos
* Santa
Barbara
campus
* Approx.
19,000
undergraduates
and
3,000
graduates
* 375-­‐400
registered
campus
organizations
per
year
* Adopted
OrgSync
in
July
‘11
after
an
extensive
review
* Moved
almost
all
“paperwork”
online,
including
registration,
scheduling,
and
accounting
* Registered
over
400
organizations
on
OrgSync
* Still
requiring
paper
signatory
sheets,
but
now
accepting
digital
waivers
What
is
the
Office
of
Student
Life?
OSL
contributes
to
the
“comprehensive
liberal
arts
learning
experience”
by
promoting
“intellectual
and
personal
development”
and
a
“sense
of
community”
through
initiatives
designed
to
engage
the
student
body
in
co-­‐curricular
activities.
In
addition
to
several
special
projects,
OSL
is
home
to
three
units:
1. Campus
Orgs,
2. Leadership
Development,
3. Fraternity
&
Sorority
(“Greek”)
Life.
Sources:
UCSB
Mission
Statement,
Student
Affairs
Mission
Statement
2

3. 6/23/12
Agenda
1. What’s
the
Risk
with
RCOs?
2. OrgSync
Overview
3. Santa
Barbara’s
Online
Event
Planning
Guide
4. Follow-­‐Up
Event
Planning
Meetings
5. Using
OrgSync
to
Manage
Waivers
6. Crowd-­‐Sourcing
Our
Best
Practices
Risk
Management
Considerations
for
Registered
Campus
Orgs
(RCOs)
Imagine…
* A
sorority
hosts
a
well-­‐attended
annual
fraternity
member
talent
show.
* Students
discuss
and
demonstrate
a
variety
of
skills,
talents,
and
interests.
* An
organization
hosts
a
DJ
dance
to
fundraise
and
promote
awareness.
* After
being
taught
a
dance
by
our
students,
local
youth
perform
at
a
recital
on
our
campus.
3

4. 6/23/12
Event
Planning
✓ Advising
✓ Logistics
✓ Risk
Management
When
is
a
360
Required?
* Request
for
funding
from
a
campus
entity
* Reservation
of
major
venues
* Meetings
beyond
general
membership
meetings
or
small
routine
events
(e.g.
workshops,
tabling,
food
sales,
small
special
events,
and
other
smaller
self-­‐funded
events)
* The
360
Event
Planning
Guide
presents
an
interactive
checklist
to
make
sure
that
organizers
make
essential
considerations
and
ask
critical
questions
for
a
risk-­‐reduced,
successful
event
* Top
Risks:
Capacity/Facility,
Financial,
Physical,
Security/Safety
4

5. 6/23/12
360°
Event
Planning
* Event
Hosts
* Orgs,
Event
Representatives,
Contact
Info
* Event
Date
&
Facilities
* Title,
Type,
Attendance
* General
Assignment
Reservation
Form
(if
applicable)
* Admission
Fee
* Restroom
Availability
360°
Event
Planning
* Event
Purpose,
Impact
&
Logistics
* Event
Goals,
Agenda,
Budget
* Staffing
* Contribution
to
Organization
* Marketing
&
Advertising
Plan
* Performance
Agreements
&
Contracts
* Food/Sales
Permits;
Alcohol
Availability
* Amplified
Sound
Permits
* Dead
Week
Exceptions
* Inclement
Weather
Plans
5

6. 6/23/12
360°
Event
Planning
* Event
Multimedia
* Audio,
Video,
&
Computing
Request
Form
* Special
Requests
&
Campus
Electrician
* Campus
Resources
* Catering
Guidelines
* Event
Ticketing
(A.
S.)
* Furniture
Services
* Travel/Transportation
&
Parking
Services
* ADA
Accommodations
* Fire
Marshal
Consultation
✔
360°
Event
Planning
* Risk
Management
* University
Waivers
(Elective/Facilities)
* Event
Insurance
* Audits:
Physical,
Emotional,
Facility,
Reputation,
&
Finance
Risks
* Approval
&
Digital
Signature
* Questions
or
comments
for
the
OSL
Activities
Advisors
6

7. 6/23/12
Minor
Events
* No
reservation
required
Committee
Members
* Weekly,
weeks
1-­‐9
(FWS)
* Activities
Advisors
* Assistant
Dean/Director
* Automatically
instructed
to
* Campus
Events
Scheduler
attend
after
completing
360
* Campus
Police
* Average
of
5-­‐6
activities
per
* CSO
(Public
Safety)
meeting
(range
is
2-­‐15)
* Fire
Marshal
* Special
meetings
for
* Hall/Venue
Staff
recurring
annual
campaigns
* Media
Services
Staff
(e.g.
culture
weeks)
that
are
* Ticket
Seller
(AS)
part
of
our
campus
culture
* Transportation
&
Parking
Services
The
Minor
Events
Agenda
* Service
Provider
and
Student
Organizer
Introductions
* Event
Overviews
&
Analyses
* Providers
have
already
reviewed
360
Event
Planning
Guide
* Review
and
clarify
salient
issues
on
360
* Providers
give
advice,
estimates,
and
direction
* Key
considerations:
audio/visual
needs,
contacts,
contingency
plans,
CSO
scheduling,
event
agenda
(pre-­‐meeting,
doors,
tickets),
financing,
guest
composition,
insurance,
occupancy,
parking
permits
and
signage,
police
scheduling,
private
security,
signage,
ticket
sales,
volunteer
recruitment
and
training,
waivers
* Committee
Review
and
Debrief
7

8. 6/23/12
Using
OrgSync
to
Manage
Waivers
The
Three
Key
Moments
1. Signing
up
to
participate
in
activities
(generally)
* Included
in
user
registration
process
2. Signing
up
as
a
member
of
a
particular
organization
(when
the
member
is
added
to
the
organization
roster)*
3. Participating
in
a
specific
event
(see
hazard
classes)
* Included
in
RSVP
form
by
RCO
officer
* OrgSync
plans
to
facilitate
this
feature
* Failure
to
use
event-­‐level
waivers:
$10k
deductible
PARTICIPANT
FORUM
Best
Practices
8

9. 6/23/12
References
* Campus
Activities
Programs
(Council
for
the
Advancement
of
Standards
in
Higher
Education,
2009)
* Handbook
of
Student
Affairs
Administration
(McClellan
&
Stringer,
NASPA,
2009)
* Risk
Management
for
Student
Organization
Advisors
(Olvera,
National
Center
for
Student
Leadership,
n.d.
)
THANK
YOU
FOR
ATTENDING
–QUESTIONS
OR
COMMENTS?
USING
THE
WEB
TO
MANAGE
RISK
WITH
CAMPUS
ORGANIZATIONS
KATYA
J.
ARMISTEAD
&
MILES
W.
ASHLOCK
–
OFFICE
OF
STUDENT
LIFE
-­‐
SANTA
BARBARA
9