CMM318 Risk Management in Event Planning

Asean Youth Innovation and Sustainability Summit 2026, Bangkok, Thailand

You are part of the risk management department responsible for organising the ASEAN Youth Innovation and Sustainability Summit 2026, a three-day international event in Bangkok, Thailand. The summit brings together university students, startup founders, academics, government representatives, and corporate sponsors from across Southeast Asia to discuss innovation, climate resilience, digital entrepreneurship, and regional cooperation.

The event is expected to host 1,200 in-person participants and 500 online participants joining selected sessions virtually. A key feature of the summit is the participation of a Singaporean university delegation comprising students, faculty advisors, and industry mentors. Singapore Based companies are also sponsoring a technology exhibition zone and a start-up pitching competition.

The summit venue is a major convention centre in Bangkok. The programme includes:

• An opening ceremony with diplomatic guests
• Keynote speeches by regional business leaders
• Breakout workshops
• A start-up exhibition
• A cultural networking night
• A city learning tour on the final day

The event involves international travel, cross-border coordination, high-profile speakers, youth participants, hybrid technology, and public-facing activities. Two months before the event, the organising committee identifies several operational factors that require closer planning and coordination:

• The event takes place during the monsoon season
• The summit includes delegates travelling from Singapore
• The event has attracted senior guests, including ASEAN officials and embassy representatives
• Fourth, the event uses a hybrid format.
• Food and hospitality arrangements must accommodate participants from different countries, religions, and dietary needs

Question 1a

Discuss the concept of duty of care. Examine the difference between duty of care and legal responsibility. Illustrate the difference with examples of the organiser’s responsibilities and duty of care toward TWO (2) of the following groups: participants, staff, volunteers, contractors, sponsors, and the Singaporean delegation.

Question 1b

Examine how the responsibilities and duty of care influence planning decisions before, during, and after the event.

Question 2

You need to evaluate the event organiser’s emergency preparedness and evacuation planning for this event. Based on your experience and research, cite FIVE (5) potential emergency situations from similar large-scale events that have occurred in the past five years. Design FIVE (5) criteria you will use to evaluate the plan.

Question 3a

Examine the threats associated with an international event. Formulate a threat register identifying at least FIVE (5) significant threats associated with the event that may occur because of the international nature of the event. Include the threat, why it occurs at an international event, and its potential impact.

Question 3b

Determine the risk level associated with each previously identified threat. For each threat, include a short decision log explaining how you determined the risk level. Your decision log should clearly state the basis of your judgement, such as past incidents or experiences, relevant regulations, official guidelines, industry standards or other credible evidence.

Propose how the organiser can address these FIVE (5) threats in operational terms. Evaluate the feasibility and practicality of the proposed mitigation measures. Proposed mitigation measures should be specific so that the event organiser can implement them.

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Experts Answer on Above Questions on Risk Management

Concept of duty of care

Duty of care is defined as the ethical and legal ob;ligation of the organiser to take all reasonable steps aimed at protecting people from any kind of harm before, during and after the event. It requires proper planning, risk assessment, hazard identification and emergency preparedness. It is completely different from legal responsibility as duty of care is a proactive obligation to prevent any kind of harm whereas legal responsibility is compliance with law and regulations.

Group 1 – Participants

With respect to participants, the duty of care is to provide the same venues with proper emergency exits, protect from any kind of personal information on registration systems, and monitor any kind of risk like bad weather. The legal responsibility includes compliance with Thailand’s fire safety regulations, obtaining public liability insurance, and following food safety regulations.

Group 2 – Singapore delegation

The duty of care with respect to Singapore delegation include monitoring travel advisories, coordinating airport transfers, and offering medical assistance. The legal responsibilities include ensuring valid travel documentation, meeting immigration requirements, and complying with Thai transportation safety regulations.

Influence on planning decisions

Before the event – it requires comprehensive risk assessment, confirm travel insurance for Singapore delegates, develop flood contingency plans, and verify dietary requirements.
During the event – perform regular monitoring of weather forecasts, coordinate with Thai emergency services, monitor online platform security, and provide medical personnel on site.
After the event – Perform a thorough review of incidents, evaluate emergency responses, and collect feedback from participants.

Emergency preparedness evaluation

The five emergency situations are severe flooding disrupting transportation, cyber attack resulting in disruption in conference platforms, crowd surge especially during high profile events, food contamination leading to illness and medical emergencies.
FIve evaluation criteria – the evaluation criteria includes evacuation time, emergency communication, medical response coordination with police, hospitals and Bangkok fire department, and hybrid business continuity.

International threat register

The major type of threats includes severe monsoon flooding, cybersecurity attack, infectious disease outbreak, diplomatic security incident and food safety incidents. These threats can have significant impact in terms of delayed arrivals, loss of confidential data, illness and program disruption, security threats and food poisoning.

Operational mitigation measures

With respect to monsoon flooding, it can be managed by reserving in nearby hotels, while the cyber attack issues can be mitigated by enabling multi factor authentication. The infectious disease issue needs health screening measures while the diplomatic security needs coordination with the Royal Thai police. Safety can be achieved by selecting HACCP certified caterers.

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