Although there are risks associated with all events and activities, managing those risks does not have to be complex. If you are planning an event or activity on campus, proper planning can determine if your event will be a safe and successful venture. The steps below will help with this process.  These steps will help you proactively manage event risks and avoid, prevent, reduce, and transfer losses, liabilities and litigation, and above all - help to keep your guests safe.

  • Identify potential risks associated with the event by reviewing a list of risk factors
  • Evaluate the risks involved in your event. Consider probability of an incident occurring (frequency) and the impact of the incident (severity)
  • Chose risk mitigation techniques. These may include:
    • Implementing loss prevention and loss control measures such as having an EMT/Fire Department at the event.
    • Transferring the risk through contracts, waivers or procuring special event insurance coverage.
    • Avoiding the risk. Consider this technique if you do not have the expertise (training) to conduct the activity safely or if there are alternative ideas which are safer or a better use of resources.
  • Monitor the results of your chosen techniques.
  • Reevaluate your decisions for future events.

 

High risk activities include:

  • alcohol
  • food
  • fire or explosion risk, including fireworks and bonfires
  • bands
  • travel
  • animals
  • athletics or sports
  • large attendance
  • use OF non-OSU vendors or contractors
  • facility use TO non-OSU organizations

Risk Factors

Below is a list of the top 50 risks to mitigate in event planning. While this list is comprehensive, it is not all-inclusive. Please contact the Office of Risk Management for questions regarding risk mitigation tools. 

  • Sale and/or consumption of alcohol or drugs? Minors present?
  • Size of crowd?
  • Poor communication system?
  • Children attending?
  • Inexperienced security?
  • Poor signs (exits, etc)?
  • Slippery surfaces?
  • Weather conditions: heat, cold, rain, wind?
  • Exposure to theft of property?
  • Fireworks?
  • Hazardous event activities?
  • Behavior of performers?
  • Admission of bottles and cans?
  • Event cancellation or performer no-show?
  • Inexperienced organizers?
  • Use of locations not designed for events?
  • Over capacity crowds?
  • Vandalism?
  • Rioting?
  • Use of private security not approved by OSU Department of Public Safety?
  • Terrorism?
  • Festival-style seating?
  • Insufficient budgets?
  • Falling objects?
  • Free and uncontrolled admission?
  • Long weekend and holiday events?
  • Use of animals?
  • No parking lot security?
  • Stage rushing?
  • Many volunteers?
  • International attendance?
  • No evacuation plan?
  • Poor perimeter fencing?
  • Admitting weapons or menacing objects?
  • Low stages, Long lines and waits?
  • Poor ventilation?
  • Slow emergency response?
  • One-of-a-kind and first-time events?
  • Athletic events?
  • Use of contractors (food, entertainment, etc...)
  • Loaned or rented equipment? Insurance in place?
  • Sale of product? Product Liability?
  • Non-affiliated group using OSU property?
  • Travel?
  • Bonfires?
  • Hay Rides?
  • No prior notification of event to Office of Risk Management , Department of Public Safety, Environmental Health & Safety
  • Food? Call Benton County Health for safe food handling advice.
  • Field Trips (see field trip guidelines)?
  • No Insurance coverage

If you have additional questions regarding managing risks for a particular event, please contact the Office of Risk Management

Risk Resources: