Risk Management Special Event Tips
“By failing to prepare, you are preparing to fail.” ~ Benjamin Franklin
Planning for events, fundraisers, and office parties should include the following basic risk management practices.
1. Each event should have a Special Event Risk Management Plan. If you fail to plan, you run the possibility of injury to participants, employees, volunteers and property.
2. Record keeping is critical to controlling risk. Events usually require pre-event inspections, contracts, insurance and post-event evaluation. Keep accurate records of the following:
Planning for events, fundraisers, and office parties should include the following basic risk management practices.1. Each event should have a Special Event Risk Management Plan. If you fail to plan, you run the possibility of injury to participants, employees, volunteers and property.2. Record keeping is critical to controlling risk. Events usually require pre-event inspections, contracts, insurance and post-event evaluation. Keep accurate records of the following:
| ~Risk Management Plan ~Staff/Volunteer applications and training records ~Copies of permits, licenses and certificates |
| ~Emergency Evacuation Plan ~Contractor Agreements and proof of all contractors Insurance (liability and workers comp) |
3. Develop an Event Safety Checklist. An event safety checklist serves as a guide to the many issues that should be considered when planning an event. The following are things to consider when creating your event safety checklist.
- First Aid/Communication– Mobile communication between: event personnel, first aid and security
- Staff, Volunteer and Contractors– Background Screening, Training with records kept, Copy of application
- Permits, Licensing and Registration– Make sure to obtain proper City Permits and Liquor License
- Fire Prevention– Make sure site has been inspected by local fire department.
- Parking Facilities– Should be convenient and well-lighted.
- Seating – Sufficient seating and inspection of seating area. Are seats well maintained? Is lighting adequate? ADA accommodations?
- Food Safety – Adequate refrigeration, storage, and heat for proper food handling. If food is catered, make sure to obtain certificate of insurance verifying general liability and worker’s compensation coverage is in place.
- Alcohol Safety– Adequate training and understanding of your policy regarding serving alcohol. Required identification, wristbands, and stop serving alcohol at least 1 to 2 hours before end of event. Make alternative transportation available. Verify Liquor Liability coverage
- Amenities– Adequate toilet and hand washing facilities, Adequate trash disposal, and a secure Lost and Found area.
- Emergency Procedures– Staff and volunteers trained on emergency procedures. Clearly posted Evacuation route.
- Security– Crowd Control is important and security should be trained on how to handle potential problems. For larger events, a security firm may be necessary.
- Clean Up– Clean Up Crew should continually survey entire area including bathrooms, kitchen and eating area to remove slip & fall hazards.
- Independent Contractors/Vendors: Including Security, Entertainment, Caterers, Bartenders, Party Rentals, Parking attendants, Janitorial, etc., should provide you with proof of their Liability Insurance adding your organization as an additional insured. Independent contractors should also sign a hold harmless agreement protecting your organization. If contractors or vendors use their employees for your event, obtain their worker’s compensation insurance certificate.
- Insurance/Legal– Review coverage for event with insurance broker. Obtain certificates of insurance from all Vendors, Contractors, and Co-Sponsors. Obtain signed participant waivers if appropriate. Legal should review all contracts, waivers and rental agreements.
This is a brief summary and does not include all areas of risk assessment. Each event is unique and the event safety check list should be thoughtfully designed to plan and address the specific risks associated with your event.
Call us for more information if you are interested in Special Events Liability Insurance Coverages. We are here to help!
*This is for informational purposes only. Contact your attorney regarding legal matters.
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