Event Planning Checklist

From a liability standpoint, all student organizations, both undergraduate and graduate, must follow the institutional policies and procedures of the University of Denver and their respective colleges in organizing and participating in functions that are either supported by, or organized on behalf of the institution, or bear the name of the University in their advertising. Given this, following is a “checklist” of items for review and follow-through with the respective Dean of Students or Dean of their college, followed by explanations of the items:

Risk Assessment

Risk Management advises organizations of the potential or perceived risks associated with their events/activities.  When planning an event ensure you have completed the Event Pre-Planning Guide.  This will help Risk Management determine the risk exposure associated with your event.  Provide as much information as possible when completing the form.  Ensure that your budget officer and department head have approved the event before proposing to the Division of Risk Management. 

Students should not be proposing events directly to the Division of Risk Management, events should be proposed by the student group’s advisor.

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.

For questions regarding event liability/risk issues, please contact Ellen Shew Holland at 303-871-2327, or Ellen.Shew@du.edu.

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Event Pre-Planning Guide

Event Pre-Planning Guide (.doc)

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Contract Review Process

If your event creates obligations, i.e. commitments to pay or perform, to or from the University, you must follow the University's contact review process. The contract review process is managed by the Office of University Counsel and information regarding complying with the contract review process can be found at http://www.du.edu/counsel/.

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Driving Liability

Are you providing transportation?

If so, consider the following:

• Have you or your drivers had DU Defensive Driving as required if you are driving a DU owned, leased or rental vehicle?


• Do your drivers understand that insurance follows the car-they are liable for their own driving in their own cars?
  
• Are your individual drivers in good standing with statutory laws? We require annual Motor Vehicle Records (MVR) checks of all DU drivers.

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Travel

International:

• You must go through the Office of Internationalization training and emergency response procedures.


• Faculty must abide by “Faculty Led Programs” guidelines from Office of Internationalization.


Domestic:



• See “Emergency Response Protocol” document from Risk Management.

Please contact Director, Department of Risk Management for any questions or review at 303.871.2327.

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