Make sure your city is ready for its next event with these tips.

By AWC staff

Nothing brings a community together like a celebration—but special events present special risks. Whether it’s a parade, sports tournament, fireworks display, or beer garden, cities need to manage the risks associated with hosting a special event. Here are a few steps you should take in the planning stages of your next event to minimize risks and maximize success.

Evaluate your role

Identify your city’s level of involvement. Is it a city-sponsored event, or is it an event that happens to be held in your city but is hosted by another entity? This is a critical determination. If you control the event, hire a contractor to run it. But if you have the primary responsibility for organizing and planning the event, then you must take appropriate safety and planning measures. If an individual or outside organization manages the event, you should transfer liability to the organizer, minimizing your city’s exposure to potential claims that may arise from the event.

Review your contracts and coverage

Written agreements and contracts are the most important risk management tools to help you reduce your exposure. These agreements transfer liability and risk to individuals and groups by formalizing the roles and responsibilities of each. Make sure your city’s attorney reviews all contracts and agreements, from your special event ordinance and permit applications to fee schedules and deadlines. These documents should contain the specific date, time, and location of the event; the exact premises and name(s) of the individuals and/or groups involved; and compensation and/ or other considerations.

Require proof of insurance

Remember, your liability insurance only insures your city. Vendors, organizers, and co-sponsors should provide a certificate of insurance that names your city as an additional insured, thereby extending their liability coverage to you. Be sure to set specific coverage limits. Special event applications and contracts should also include a waiver of subrogation (recovery), which prevents the applicant’s insurance company from suing other parties, including your city, to recover money after paying a claim.

Develop a strong volunteer program

Volunteers can be key to hosting a successful event. Having a comprehensive volunteer program in place safeguards both your city and the generous community members who donate their time. Appoint a staff member to be the volunteer coordinator, and adopt policies and procedures that address position descriptions, waivers, supervision requirements, and other issues. Provide training on your practices and equipment, and document the training. Don’t forget to conduct background and reference checks as appropriate.

Reevaluate your event contract’s hold harmless/indemnification language

When another entity or organization is holding an event, or when a city-sponsored event brings in vendors, you should request a hold harmless agreement and indemnification clause in the contract. This will indemnify and protect your city, as well as its officials, officers, and employees, against all claims, damages, losses, or other liabilities of any kind that occur in connection with the event except those that arise due to the city or town’s sole negligence.

Inspect your premises

Before and during the event, assign a member of your public works team to inspect the event site for safety concerns, including trip hazards, wear and tear of facilities or equipment, occupancy standards, and lighting or electrical issues. Consider Americans with Disabilities Act (ADA) compliance and accessibility issues. Be sure to address any potential hazards, such as broken benches or sidewalk cracks, in advance. If an issue cannot be resolved prior to the event, post a warning sign or cordon off the area in question. Document and maintain records of this process to show that prudent efforts and planning were executed prior to the event.

Know your limits

Some activities sound fun in theory but are high risk in practice. Carefully weigh the pros and cons before allowing high-risk events such as obstacle courses, carnival or animal rides, motorized sporting events, truck/tractor pulls, rodeos, aircraft/flying events, and inflatables such as bounce houses. Remember, your liability coverage may have specific exclusions, including alcohol service, water-related activities, or fireworks. Be sure to obtain special coverage for these activities as needed.

For more information: AWC Risk Management Service Agency, wacities.org/rmsa.