Event Risk Management Checklist
Event Name
Area(s) of Concern
Event Date and Time
 -
Month
 -
Day
Year
Date
Hour Minutes
AM
PM
AM/PM Option
Event Location
Street Address
Street Address Line 2
City
State / Province
Postal / Zip Code
Description of Hazard Identified
Specify the Risky Group
Children
Members of public
Adults
Staff
Other
Fire and Life Safety
In order to use Pyrotechnics (Fireworks) indoors or near other objects, a permit is necessary.
A permit may also be required for fire-resistant Tents and Canopies.
It's crucial to have fire extinguishers that are properly charged and easily accessible.
For events with more than 49 attendees, the seating arrangement should be safe, with adequate aisle width, chairs, and emergency vehicle access and parking.
Combustible materials like tents, furnishings, and stored items should be kept away from heat sources such as cooking, heaters, and vehicles.
Safety Management
Event Site Planning – safe location, accessible paths, parking and restrooms, adequate lighting,
weather protection, etc.
Electrical Power Safety – safe power source/location, extension cords and generators.
Proper Use of Water – potable water only, waste water discharged into sewers not storm drains.
Emergency Procedures – evacuation plan, adequate exits, first aid procedures and personnel.
Special Event Equipment - inspected and used safely, amusement ride permits in place.
Animals present - Campus Veterinarian approval required.
Food - permits in place (Temporary or Vendor’s), safe storage and preparation.
Risk Management
Conduct a thorough examination of contract liability clauses and insurance demands.
Provide evidence of self-insurance for campus as requested by third-party vendors.
Obtain signed liability waivers from all participants.
Identify and assess potential risks, including but not limited to alcohol service, exhibitors, entertainment, minors, controversial speakers, hazardous activities, transportation, and on-site money collection.
Clearly establish responsibilities, sponsorship, and supervision for the event.
Immediately report any incidents or accidents within 24 hours.
Procurement
Ensure that contracts, purchase orders, and agreements are thoroughly examined and signed by all vendors, including but not limited to facilities, sound and lighting equipment providers, performers, rental companies, and port-a-potty suppliers.
Negotiate terms such as event cancellation policies, non-refundable deposits, and performer no-show clauses.
Require all third-party event sponsors and vendors to provide proof of insurance.
Law enforcement
Designated a primary contact person for event emergencies who will be present on-site.
Determined the appropriate number of police officers to be present based on the size and nature of the event.
Decided on the appropriate staffing level of security or community service officers based on the size and nature of the event.
Established appropriate screening procedures for admission to the event.
Identified and arranged for appropriate crowd control measures, such as barricades, devices, and visual guides.
Notified the police in a timely manner of any dignitaries or celebrities who will be attending the event.
Ensured that the police review and approve the final event proposal.
Inspector Name
First Name
Last Name
Date and Time of Assessment
 -
Month
 -
Day
Year
Date
Signature
Submit
Should be Empty: