BICOL UNIVERSITY COLLEGE OF ENGINEERING

MECHANICAL ENGINEERING DEPARTMENT ENGINEERING

LEGAZPI CITY
_____________________________________________________________________________________

RISK MANAGEMENT PLAN AND PREVENTIVE MEASURES

For the safety of the participants, the Mechanical Engineering Department, the students and
event committees shall follow these personal safety practices and precautionary measures before,
during and after the activity.

I. RISK MITIGATION STRATEGIES

To identify potential risks such as health and safety concerns, event-specific issues, logistical challenges,
security threats, and compliance requirements. Assess the likelihood and impact of each risk to
determine their overall risk level.

a. Health and Safety Risks

 Ensure all participants have health insurance and necessary vaccinations.

 Carry a first-aid kit and ensure at least one adult is trained in basic first aid.
 Prepare a list of emergency contacts and nearest medical facilities.

b. Travel Risks

 Book travel through reputable companies and consider travel insurance.

 Allow extra time for delays and have a contingency plan for missed connections.
 Keep essential items in carry-on luggage.

c. Accommodation Risks

 Book accommodations well in advance and confirm all reservations.

 Research the safety and proximity of lodging to the competition venue.
 Have a backup accommodation plan.

d. Competition Risks

 Check and maintain all equipment prior to departure.

 Ensure all participants are aware of the competition schedule and rules.
 Provide stress management and mental preparation sessions.

e. Security Risks

 Advise participants on safeguarding personal belongings.

 Have a buddy system to ensure no one is alone in unfamiliar areas.
 Ensure a clear protocol for emergencies and maintaining contact.

f. Financial Risks

 Create a detailed budget and monitor expenses closely.

 Set aside a contingency fund for unexpected costs.
 Keep all receipts and documentation for expenses.

g. Legal and Compliance Risks

 Ensure all necessary permissions and consent forms are completed and filed.
 Review competition rules and ensure compliance.
 Have legal counsel available if necessary.
 BICOL UNIVERSITY COLLEGE OF ENGINEERING
MECHANICAL ENGINEERING DEPARTMENT ENGINEERING
LEGAZPI CITY
_____________________________________________________________________________________

II. IMPLEMENTATION PLAN

a. Pre-Trip Preparation

 Health and Safety: Assign to Coach/Team Leader

 Travel Arrangements: Assigned to Travel Coordinator
 Accommodation Booking: Assigned to Logistics Coordinator
 Equipment Check: Assigned to Equipment Manager
 Financial Management: Assigned to Financial Officer

b. During the Trip

 Daily Health and Safety Check: Coach/Team Leader

 Travel Coordination: Travel Coordinator
 Accommodation Monitoring: Logistics Coordinator
 Competition Prep and Support: Coach
 Financial Monitoring: Financial Officer

c. Emergency Response

 Designate an emergency contact person for all team members.

 Establish a communication protocol for emergencies.
 Have an emergency fund and access to it.

III. MONITORING AND REVIEW

 Conduct daily briefings to assess any new risks or issues.

 Maintain a log of incidents and responses.
 Review the effectiveness of the plan post-competition and update it accordingly.

IV. COMMUNICATION PLAN

Ensure clear communication channels:

 Pre-Event: Distribute a detailed itinerary, contact list, and risk management plan to all
participants and their families.
 During Event: Use group messaging apps for real-time updates and communication.
 Post-Event: Conduct a debriefing session to gather feedback and insights.

V. PERSONAL SAFETY PRACTICES

1. PHYSICAL DISTANCING

Maintaining a safe distance between yourself and others is a good habit and one of the most
effective ways to minimize COVID-19 exposure. People can transfer the virus even if they are not sick or
aware that they are sick, therefore it is crucial to always keep a safe distance from people, even if they
do not show symptoms. Physical separation is necessary. All participants should follow theses physical
distancing practices:

1. Always stay at least a foot from others ( about an arm’s length)

2. Avoid gathering in groups larger than the size allowable by the current IATF ruling.
3. Avoid crowds and poorly ventilated spaces.
4. Handshaking and other forms of physical contact are discouraged.
 BICOL UNIVERSITY COLLEGE OF ENGINEERING
MECHANICAL ENGINEERING DEPARTMENT ENGINEERING
LEGAZPI CITY
_____________________________________________________________________________________

All participants should enforce physical distancing protocols in common areas and places where
individuals are likely to interact. Coaches, participants and students will be expected to ensure self-
enforce physical distancing protocols in all areas.

2. FACE COVERINGS

The use of face coverings, including homemade masks, scarfs, bandanas, or handkerchief,helps
to minimize risks. Face coverings are not a substitute for physical distancing. Face coverings must cover
the nose and mouth. The Mechanical Engineering students and participants are required to wear face
masks, especially when required during the event proper.

3. VACCINATION CARD

All participants must carry with them their vaccination cards. Aside from the original vaccination
cards, the student-participants must at least have a photocopy or a cellphone photo of the said
vaccination cards.

4. TEMPERATURE AND SYMPTOM MONITORING

Delegates must monitor their temperature and overall health status prior and after the event.
This will assure the safety of all the participants.

PRE-EVENT, EVENT PROPER AND AFTER EVENT

The following specific protocols must be followed:

A. PRE-EVENT
1. Participants must be physically and mentally fit. A temperature check before leaving
their respective houses must be conducted.
2. The wearing of the face masks is mandatory thus all participants must secure spare face
masks.
3. Delegates must bring personal hand sanitizers.
4. All pertinent documents relative to the competition and the IATF ruling must be
secured.
5. Participants must come at the designated time for departure to avoid delays.
6. Participants are reminded to bring their medications including first aid and other needs
if necessary.
7. The Mechanical Engineering Faculty must have each other contract numbers for
announcements and in case of emergencies.

B. EVENT PROPER
1. Participants must present vaccination cards upon arrival or as required and must follow
other health protocols as mandated by the province of Albay or its local IATF.
2. Participants must always practice social distancing.
3. Participants must wear a mask, particularly in crowded areas of when required.
4. Daily health monitoring will be conducted by BU health personnel.
 BICOL UNIVERSITY COLLEGE OF ENGINEERING
MECHANICAL ENGINEERING DEPARTMENT ENGINEERING
LEGAZPI CITY
_____________________________________________________________________________________

5. Student-participants must update the faculty regarding their health situations.

6. Only the participants who are officially enrolled are obliged to join.
7. For security purposes, all participants should report suspicious activity and report it to
the involved event working committee.

C. AFTER EVENT
1. The usual health protocols must be followed.
2. Student-participants must directly go to home to avoid problems and must inform their
respective faculties once they arrived safely

ENGR. MARY JOY MANDANE-ORTIZ

ME Faculty

Noted By:

ENGR. JASON ANTHONY CONSULTA

ME Department Head