RISK MANAGEMENT POLICY
ICE Australia identifies possible risks and more importantly analyses the potential of each risk so that the more significant risks (often related to safety and security) can be managed on an on-going basis.
Having assessed the risks, ICE Australia can protect themselves and their Event/Organisation by ‘managing’, at the very least, the significant risks by:
- Avoiding the risk wherever possible.
- Transferring the risk to another more appropriate party e.g. a security company.
- Assume some of the risk (when avoidance cannot be avoided or transferred) and seek to minimise it. This will involve drawing up action plans and having procedures in place to ensure that the likelihood of risk is reduced or its effects are managed and/or minimised.
- Insuring against risk that cannot be avoided, transferred or assumed.
ICE Australia has formulated a Crisis Management Plan, with the following policies in place:
- Data policy: who has access to the data; technical back up for computerised data; paper copies in case of power failure.
- Response Policy: different level teams; manpower details; who is responsible for what actions; chain of command; reporting chain.
- Communication Plan: contact details of all invited delegates, staff and suppliers; phones number of all agency personnel; emergency contact details.
- Media policy: designated press and media contacts.
- Links with emergency services, security and law enforcement agencies.
- Insurance cover: medical; loss; damage.
- Special equipment details: what; where.
- Escape routes: maps, diagrams including personnel escape routes.
- First Aid: trained First Aid and Cardiopulmonary Resuscitation (CPR) staff.
- Meeting points: Designated meeting points in case of emergency.
- VIPs: extra precautions; liaison with venue and organisers.
FINANCIAL STABILITY & POSITION
ICE Australia as a company has 21 years demonstrated experience in conference and event management including financial administration.
All the listed events in this document were financially managed from inception to completion. All budgets and terms were adhered to as set out by the organising committees. To date ICE Australia has a perfect record in ensuring all events have come either on budget or provided a healthy surplus. This is a result of our strict financial management and procedures maintained on each conference budget. ICE Australia is proud of this credit record allowing the company to open accounts were it chooses.
For safety purposes relating to large events, we maintain both cash on call and an unused overdraft facility and a reserve line of credit to date untouched.
ICE Australia is a registered Pty Ltd company with a 19 year audited balance sheet. We are able to provide numerous account references relating to the subcontract of technical services, hiring and printing showing all payments made within terms.
ICE Australia has a genuine respect for the laws of the land, respect for the rights of individuals and high standards of ethical behaviour.
It is important to our company to meet its fundamental responsibilities to act ethically in all dealings with suppliers, customers, advisers and regulators, competitors, fellow employees and the communities in which we work. We adopt the following policies as a guide for management and employees of the company and for the information of those who have an interest in the way we conduct our business.
It is the intent of ICE Australia that the affairs of the company and its subsidiaries are conducted at all times in accordance with all applicable laws and regulations in the jurisdictions in which the Company operates, and, as well, in accordance with high ethical standards.
All directors, senior executives and other employees are expected to act lawfully, in a professional manner and with the utmost integrity in their dealings with the customers, suppliers, advisers and regulators, competitors, the community and each other, striving at all times to enhance the reputation and performance of ICE Australia.
We believe that ethical behaviour in business, personal and community conduct extends beyond the duties imposed by laws or regulations and clearly includes:
- honesty and loyalty in dealings with the company and fellow employees;
- scrupulous avoidance of deceptive or “sharp” practices or dishonourable conduct which would reflect unfavourably on ICE Australia;
- avoidance of the temptation to pursue personal gain or advantage in conflict with the interests of the company;
- striving to exercise sound business judgement, while providing the highest possible standard of service to our customers; and
- the proper use of the company’s resources and information.
By strict compliance with local laws and regulations and observance of these principles we will demonstrate that we are aware of our responsibilities as a corporate citizen in whatever jurisdiction we operate.
ICE Australia believes that its people are an important asset and is committed:
- to ensure that any agreements with employees are adhered to;
- to ensure that employees receive fair and competitive remuneration and advancement based on abilities, performance, skills and qualifications; and
- to provide the training and development necessary to realise mutually beneficial individual and company goals.
At ICE Australia we believe that environmental management is among the highest corporate priorities and environmental responsibility is accepted as an integral part of the company’s operations.
We are committed to reduction of waste at source, recycling and other responsible methods of waste management and to fully comply with all related legislation and regulation.
The management of ICE Australia will ensure that our employees are:
- well informed about relevant environmental issues;
- familiar with and conform to group environmental policy; and
- free to communicate their concerns about policy and performance to responsible management.
ICE Australia has the potential for compliance with international standard ISO 20121. ICE Australia uses its Ideas for greening your Conference checklist to ensure your Conference is an environmentally responsible event:
Travel procedures and offsetting
- Suggest the use of Smart Phone “apps” to promote a paperless environment for your Conference
- Suggest the use of public transport, walk or ride to the Conference;
- Clearly convey information about public transport on the invitation or send out this information when delegates register;
- Use shuttle buses to and from the Conference to the nearest public transport hub;
- Schedule the Conference to take into account peak travel times, faster travel means less impact which occurs in off-peak times;
- Offer tele-working as part of the Conference (includes services like podcasting, webcasting and video conferencing).
- Implement a waste reduction policy that addresses:
- Reduction of waste altogether;
- Reuses waste where possible;
- Recycles waste where it cannot be reduced or reused.
- Ensure recycling is in place at the Conference and monitor the effectiveness;
- Ensure the conference waste management plan addresses all types of waste;
- Monitor RSVP and attendance numbers to ensure supply is tailored to the numbers thereby avoiding waste;
- Reduce the amount of printed promotional material used and supply electronically;
- Supply conference materials on memory keys (USB);
- Encourage the design of the Conference to be based around standard hire items with minimal construction or an approach that will not be useable in other situations;
- Buy products made from recycled materials;
- Ensure that printing uses recyclable paper;
- Ensure where possible all printers and photocopiers are set to double-sided printing;
- Reduce use of packaging material, or where required ensure the material is reused or recycled;
- Make arrangements with suppliers for the return of unwanted or unused products and materials;
- Reduce hand outs in meetings.
Power and water supplier selection and consumption reduction
- Appoint a staff member to be responsible for ensuring unnecessary lighting and power is turned off and reduced;
- Ensure all equipment is turned off at the switch when not in use;
- Exhibitions are a major source of excess power by leaving equipment on overnight;
- Ensure technical suppliers for the Conference are using modern technology that is energy efficient and design systems that reduce excess equipment.
Printed material and information communication
- Ensure the reduction of produced printed material at every stage of the Conference by using technology;
- When printing is unavoidable use recycled paper;
- Ensure the conference printed material is produced on the minimal size and requests guests to recycle when finished;
- To reduce printed material send out a disc after an event with relevant information, presentation, papers and website links to all attendees;
- Ensure the Conference uses electronic communication at every opportunity;
- Ensure printed signage is reusable and reduce the printing of dates on signage;
- Encourage the use of plasmas, projected or electronic signage to reduce production;
- Collects and reuses name badges;
- Ensure the conference promotional materials all include a green message reminding people to think before printing;
Caterer selection and menu choices
- Ask to see the caterers’ green policy, this includes a Hotel situation where catering is handled internally;
- Ensure the Conference uses water glasses and jugs, and does not use bottled;
- Ensure the Conference does not use individually wrapped items, such as mints, lollies, salt, pepper or sugar satchels;
- Ensure the caterer addresses the following areas with each menu and their business as a whole:
- Avoids use of packaging and plastic bags;
- Provides reusable crockery and cutlery;
- Offers reusable or recycled napkins.
Venue selection and room requirements
- Ensure the venue has a green policy;
- Ensure the venue is near public transport;
- Ensure the venue has easy access for all types of people;
- Accurately plan the Conference by taking into consideration expected numbers, length of days and number of rooms to ensure best fit and minimal use of additional venues or unnecessarily extending the length of the event;
- Ensure the venue has waste reduction procedures as per the waste section above.
OCCUPATIONAL, HEALTH AND SAFETY POLICY
ICE Australia is committed to maintain and provide as far as practicable, a safe and healthy working environment conducive to job satisfaction and productivity.
The company will fully comply with all relevant occupational health and safety laws and regulations and is committed to ensure that everything practical is done to prevent injury from unsafe practices, machinery or harmful elements in the working environment. To ensure the successful implementation of this policy employees are to comply with workplace safety policies and are encouraged to actively participate in ensuring the safety of their workplace.
ICE Australia is committed to providing your Conference with the highest level of customer service. This includes protecting the privacy of your Conference.
Information we collect
All information collected for the purpose of organising your Conference is used for management, planning, registration and billing purposes only. Information held by ICE Australia may include (but is not limited to) your company and committee details, Conference briefs, delegate registration details, bank account and credit card details. This information is used in order to:
- Provide the service you require
- Administer and manage those services, including charging, billing and collecting debts
- Research and develop our services to your needs
- Gain an understanding of your information and conference needs to provide a greater service to you
- Maintain and develop our business systems and infrastructure
How we collect personal information
ICE Australia collects confidential information in a number of ways, including:
- Directly from you, when you provide information via phone, fax email, meetings
- Tender Documents
- From publicly available sources of information
- From our own records of how you use our services
- When legally required to do so
Maintaining accurate records
ICE Australia takes all reasonable precautions to ensure that the information we collect, use and disclose is accurate, complete and up-to-date. The accuracy of the information, however, depends to a large degree on the information provided to us. This is why we:
- Confirm in writing all registration with delegates
- Confirm in writing all sponsorship and exhibitor contracts
- Provide your Conference Committee with written detailed action plans and updates
Disclosure of Confidential Information
Confidential conference information may be forwarded onto third parties only for the purpose to assist in the conduct of your event (i.e. suppliers) and for sponsorship purposes (where indicated in the Sponsorship Prospectus). At no time is the information collected from your Conference disclosed to any third party for any other reason.