RISK MANAGEMENT PLANNING:
Have you properly prepared and planned for your special event this holiday season?
With the holiday season right around the corner, many are gearing up for their upcoming Turkey Trot or holiday celebration at a local venue. As the risk manager, there are a lot of details that must be considered before the event can take place. OneBeacon Government Risks (OBGR) wants your public entity to have the appropriate precautions in place to avoid a possible holiday mishap.
While preparing for the holiday season, keep in mind special events create a new set of risks that could have an impact on your public entity. Prior to any special event, requiring a Hold Harmless is vital to ensuring your public entity is not liable for specific damages, losses or expenses listed in the agreement. Any agreement or change in this process should be reviewed by your legal counsel.
Turkey Trots are a festive and active way to celebrate before the feasting. With an event like this, however, it is important to have all of the participants sign appropriate release forms to protect your public entity from liability risks. By signing the release form, the participant acknowledges that they are taking full responsibility for their voluntary participation and in case of an injury, it further prevents them from taking legal actions against you.
Facility Use Rules
If you’re allowing an outside organization to host an event in or at your public entity, remember to provide Facility Use Rules to them. Rules establish what is allowed in or on your property, including but not limited to fees for use, alcohol, damages incurred, and insurance providence.
If you are thinking about providing liquor at your entity sponsored holiday event, you should evaluate the hazards carefully because the potential downside is substantial. We have provided the Risk Management Resource Guide on Liquor (linked below) to help you identify the hazards as well as appropriate controls.
Remember, hosting a special event, especially during the holiday season is exciting, but failure to fully prepare can be costly. Don’t let one accident spoil your holiday season. OBGR has provided a Special Events – Risk Management Planning Guide – which you can download here – to ensure that you are equipped for anything that could happen during holiday celebrations that may jeopardize your public entity.
Liquor Liability – OneBeacon Government Risks
Slip/Trip/Fall – OneBeacon Government Risks
Tenant Users Liability Insurance Policy (TULIP)
Event Planning – A good reference, especially for large or complex events; from FEMA is this available PDF.
Signs and Weather Plan – When Thunder Roars Go Indoors
“The Specialized Risks of Special Events” – by Bradley York, Vice President Business Development/Marketing, OBGR
If you need assistance developing these programs, or would like additional information on the topics discussed in this article, please contact us at OBGRRiskControl@onebeacongov.com.
To learn more about OneBeacon Government Risks visit onebeacongov.com