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Events

Events

Training

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 Assessments

Enterprise Risk Management does not need to review events if all the following criteria are true:

  1. The event is on campus
  2. Attendees are DU faculty, staff, and students
  3. You are using Sodexho, HRTM, or Phipps for catering
  4. There is no planned organized physical activity
  5. 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 Enterprise 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

Enterprise 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 Enterprise Risk Management determine the risk exposure associated with your event.

Remember it is Enterprise 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 Enterprise 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.

Food Trucks

When inviting food trucks or similar vendors to campus, please remember the University requires the vendor to have proof of insurance including:

  1. General Liability ($1m/$2m) naming DU as an additional insured;
  2. Auto ($1m);
  3. Work Comp coverage of $1m or statutory limits, if the vendor has any employees;
  4. A valid business license; and
  5. Meet or exceed local health regulations - Obtain a copy of the vendor's last health inspection report before contracting with the vendor.

If the food truck is involved in and collecting money as part of a fundraiser, we may require additional coverage.

If a truck/vendor will be parking on campus, please remember to coordinate with Campus Safety for parking on the sidewalks/fire lanes, and with Parking Services if parking in lots around campus. If an open flame is involved, you will need a fire permit – Jeff Simpson with Campus Safety is your contact.

Coordination with Facilities and Custodial may also be required if the event is large and trash, water, or other services will be needed.

Greek Life – all of the requirements apply if the food truck will be on campus or at a house owned by the University.

General rules and good practices include:

  • Glass containers should not be used/sold;
  • Vendors must store and dispose of the waste they generate;
    • For example, oil from fryers, grease from grills, food waste used in production, wash and rinse water;
    • Vehicles should be in good working order (no oil, transmission, radiator, or similar leaks);
    • Clean-up can and will be charged to the vendors or the sponsoring group by Facilities, Parking Services, Campus Safety, and/or Risk Management; and
  • Food Trucks should be responsible for clean-up of the area around the truck. If they do not, the responsibility will fall to the sponsoring group.

If you have any questions, please reach out to Risk Management, Campus Safety, Facilities, Shared Services, or Student Life.