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Special Events Liabilities . Prevention and Control Strategies. Develop Strategies for Success. Adopt a special events policy Conduct pre-event planning using a committee or event coordinator Administrative controls Site evaluation Traffic and parking Crowd management Security

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special events liabilities

Special Events Liabilities

Prevention and Control Strategies

develop strategies for success
Develop Strategies for Success
  • Adopt a special events policy
  • Conduct pre-event planning using a committee or event coordinator
    • Administrative controls
    • Site evaluation
    • Traffic and parking
    • Crowd management
    • Security
    • Medical services
  • Use an application to help regulate and properly manage events sponsored by outside parties.
  • Request certificates and additional insured endorsements from all parties involved.
    • If at all possible, general liability insurance ($1,000,000.00 minimum) should be required for businesses and organizations participating in the event.
insurance cont certificates
Insurance Cont. - Certificates
  • An insurance agent simply listing your entity as additionally insured on a certificate of insurance is not good enough.
  • Require the insurance company of the outside party specifically outline the rights of the additional insured.
  • Contact your VML Insurance Programs Underwriting Department with any questions.
insurance cont
Insurance Cont.
  • Certificates of insurance may not always be practical for all participants
    • Artists and craftsmen
    • hobbyists
  • However, REQUIRE certificates of insurance from all food vendors, entertainer promoters, or race coordinators
use hold harmless agreements
Use Hold Harmless Agreements:

An agreement whereby the first party (the indemnitor) agrees to hold a second party (the indemnitee) harmless from tort liability arising out of the indemnitor's negligent act or omission.

use indemnity agreements
Use Indemnity Agreements:

Although similar to a hold harmless agreement, an indemnity agreement is an arrangement whereby one party agrees to pay the other party for any damages regardless of who is at fault.

  • Important to the success of events
  • Can create their own liability exposures
  • May require additional training to conduct their tasks in a safe manner
    • Money handling
    • Event instructions and accurate information
    • Traffic control and parking
  • Volunteers who will be operating vehicles owned or leased should have their MVR checked
contract the event
Contract the Event
  • To an independent party such as an event coordinator or contractor.
    • Caution: Too much control over the independent contractor can spoil the independent relationship.
  • Agree upon goals but do not retain the power to control the specific details of the work.
  • Special events must be carefully managed so that the safety and health of the participants in mind, the protection of public property considered and the impact of non-participating citizens minimized.
  • Departments within a locality must work together to ensure a safe event and to eliminate liabilities arising out of special events.
  • Proper guidance and risk control procedures can reduce the likelihood, as well as the severity of incidents that may occur.