Planning An On Or Off Campus Event

At Laurentian, our campus is a hub of activity – from small departmental seminars and student club gatherings to exciting community festivals. Every event, no matter the size, enriches our university experience. As you plan your next gathering, whether you're a faculty member, a staff organizer, or a student or volunteer group leader, it's essential to consider risk management.

"Risk management?" you might think. "For a bake sale, 4 hour field trip or a study group?" Absolutely! Even small events carry inherent risks. But don't worry, it's not about being a "fun police." It's about being prepared, proactive, and ensuring everyone enjoys a safe, successful, and memorable experience.

By adopting a few best practices, you can significantly mitigate potential issues and ensure your event shines for all the right reasons.

Why Think About Risk for Small Events?

Think of it this way: even a small gathering has elements that could lead to unexpected bumps. 

A spilled drink, a minor slip on a wet floor, an allergic reaction to food, or even a sudden change in weather can impact your event and, potentially, the university. By considering these possibilities upfront, you're not just protecting your attendees; you're also protecting your event's success and the university's resources.

Best Practices for Your Campus Event: A Practical Guide

Here are some key areas to consider for your next campus event:

1. Start with a Simple Risk Assessment (Don't Overthink It!):
   • What could go wrong? Brainstorm potential hazards. Is it an indoor or outdoor event? Will there be food, physical activity, or many attendees? What time of day or evening is the event? Do we need to plan for hot or cold weather? Rain plan?
   • Who might be affected? Students, faculty, staff, guests, children?
   • How likely is it? How bad could it be? A spill is likely but usually minor; a structural issue is unlikely but potentially severe. Similarly a downpour of rain or extreme hot or cold weather should always be taken into consideration
   • Our Tip: You don't need a formal report for every small event. Just a few minutes thinking through these questions with your team can make a huge difference. What are the top 2-3 things that could realistically cause a problem?
      
2. Venue & Logistics: The Foundation of Safety
   • Choosing the Right Space: Does your chosen location suit the event's size and activities? Is there enough space for movement, exits, and any equipment?
   • Accessibility: Is the venue accessible for everyone, including those with mobility challenges? Think about ramps, elevators, grass, and clear walkways.
   • Setup & Teardown: Plan for safe setup and dismantling of any tables, chairs, or decorations. Avoid trip hazards like loose cables.
   • Our Tip: If you're using an outdoor space, have a rain plan! A quick switch to a nearby indoor space or a contingency date can save your event.
      
3. Food & Beverage: Keep it Safe and Sound
   • Allergens & Dietary Restrictions: If serving food, clearly label ingredients or have a system for attendees to communicate dietary needs. Consider working with Chartwells if on campus to provide nut-free or gluten-free options.
   • Safe Handling: Ensure food is prepared, stored, and served safely to prevent foodborne illnesses. If you're using an external caterer, ensure they are reputable and properly licensed.
   • Alcohol Considerations: If your event involves alcohol, strict adherence to university policies and provincial regulations (like AGCO guidelines in Ontario) is critical. This often means using licensed servers and having a plan for responsible consumption and safe travel home. When in doubt, a dry event often simplifies planning significantly! (see separate document re Alcohol & Events)
   • Our Tip: For small gatherings, pre-packaged snacks or partnering with on-campus food services can greatly reduce food-related risks.
      
4. Managing Your People: Attendees, Volunteers, and Staff
   • Clear Communication: Let attendees know what to expect. Share event schedules, rules, and emergency procedures (e.g., "In case of fire, exit via the main doors" posters or signage).
   • Volunteer Briefing: If you have volunteers, clearly define their roles and provide a brief orientation. Ensure they know who to report to and what to do in case of an incident. Ensure all volunteers know the address of where you are and how to contact emergency services. Even a 5-minute huddle before the event starts can be invaluable.
   • First Aid & Emergency Contacts: Know where the nearest First Aid station or AED is. For larger small events, consider having someone on your team with basic first-aid training. Always have a list of emergency contacts for key organizers.
   • Our Tip: Designate a "point person" for the event – someone who is clearly identifiable and knows who to contact in an emergency. (Use bright coloured clothing, vests, bandanas, signage, flags or similar to identify volunteers)
      
5. Insurance & Waivers (When to Ask for Help!)
   • University Coverage: For most standard, university-sanctioned events, the university's existing insurance policies may provide coverage. However, certain activities or external participants might require additional considerations.
   • Event Hosts: If a University Event is being hosted by a student group or affiliated club; insurance coverage is typically the responsibility of the club or group and proof of coverage for your activities and vendors you’ve engaged with is your responsibility to obtain and keep on file. Our department can help you manage requests and provide education on what to ask for.
   • External Vendors/Speakers: If you're bringing in external performers, speakers, or equipment rentals (like inflatable games), they will often need to provide their own proof of insurance. Our department can help you determine the requirements.
   • Waivers: For activities with a higher inherent risk (e.g., physical challenges, off-campus excursions), waivers may be necessary. These are legal documents that inform participants of risks and may limit the university's liability.
   • Our Tip: If you're unsure about insurance or waivers for your specific event, don't guess! Reach out to the Risk Management & Insurance department early in your planning process. It's much easier to clarify upfront than to deal with issues after the fact.

Remember: Collaboration is Key!

You don't have to be a risk management expert to plan a safe event. Our department is here to support you. By collaborating with us, as well as Campus Security, Facilities, and other relevant departments, you can tap into a wealth of knowledge and resources to make your event a resounding success.

Planning a safe and well-managed event doesn't stifle creativity; it empowers it. By thinking ahead, you ensure that your event is not only enjoyable but also secure for everyone involved.