If this is your first time planning an event, or you have planned events in the past, the information below can help you identify all the necessary steps to take and the resources available to have a successful event. The training is the best place to start if you have questions regarding the risk associated with your event.
Risk Management does not need to review events if all the following criteria are true:
- The event is on campus
- Attendees are DU faculty, staff, and students
- You are using Sodexho, HRTM, or Phipps for catering
- There is no planned organized physical activity
- If you are using a 3rd party caterer/vendor that has provided the required insurance. See the Insurance Standard Terms & Conditions for additional information.
When to contact Risk Management
Always have the answers to who, what, when, where, and how before contacting Risk Management, this will expedite the risk assessment. If your event involves any of the following you should contact Risk Management for a risk assessment:
- On-Campus large scale event: (Homecoming, May Days, etc.)
- Off-Campus large scale event involving outside entities: (Race/Case, conferences in which DU is the host; 3rd party graduation ceremonies, film screenings, etc.)
- Event requires hiring a third party event production company using large scale lights, sound, or electrical
- VIP Speakers or others which may require additional security or media attention
- Organized sporting activities (ropes courses, skiing, inflatable devices, white-water rafting or rock climbing, sailing, etc.)
- Summer Camps involving overnight visits
- Academic programs involving international travel
Risk Management advises organizations of the potential or perceived risks associated with their events/activities. When planning an event consider the risks associated with your event and how to best mitigate those risks. This will help Risk Management determine the risk exposure associated with your event.
Remember it is Risk Management’s responsibility to protect the human and physical assets of the University. Some events/activities may not be approved as they may have the potential for adverse effects that cannot be mitigated through loss control efforts.
Contact Risk Management for a risk assessment regarding your event.
Working with Vendors/Third Parties
Whenever you are working with a third party for services (rentals, catering, hotel, transportation) always request a certificate of insurance using the COI Request from 3rd party form based on the Insurance Standard Terms & Conditions.