event organizer handbook - office of the dean of students
TRANSCRIPT
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Event Organizer
Handbook
Lana Cuthbertson Student Event Risk Management Coordinator Office of the Dean of Students [email protected] 780-492-1398 5-16 SUB
Student Group Services University of Alberta Students’ Union [email protected] 780-492-9789 0-22 SUB
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Table of contents Section 1: Basic event planning at the U of A Page 3
Why, who, what, where, when, how
Booking space, technology, equipment Marketing; posters; advertising Food rules & guidelines Event approval form
Section 2: Event risk management Pages 4 - 8
Risk matrix Common event risks & prevention and solution techniques Emergency action plan outline Communication best practices Travel: UAI, general risk management Physical activity, personal safety: risk management best practices
Section 3: Alcohol policies & procedures Pages 9 - 10
Basic rules Checklists Insurance Risk management
Section 4: Resources Pages 11-24
Ticket templates; disclaimers Useful services: Designated drivers service, Red Frog, Safewalk Event planning check list Incident report form Bus monitor guidelines Standard first aid flow chart Sample notification letter Emergency action plan template Event evaluation sheet
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Section 1: Basic event planning at the U of A
Student Group Services provides excellent, detailed resources & contact info on their website: www.su.ualberta.ca/services/studentgroups
Why: Think about… What do you want to accomplish with this event? This should guide your planning. Set goals: Specific, Measurable, Attainable, Realistic, Time-bound (SMART)
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Who: Think about… Marketing & posters: check out the SGS website for a list of poster board contacts on campus. TIP: Get permission from Brenda Briggs, [email protected] to use the U of A logo. Think about the demographics of your participants: minors, backgrounds, culture. Keeping track of participants:
TIP: Wristbands (can rent 100 for $10 from the SU; contact [email protected]) Sign-up sheets, registration sheets, check-ins
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What: Think about… BBQs, Bake Sales: SGS has a handbook that includes all the details on their website. TIP: Contact Lorraine Huntley ([email protected]) at Ancillary Services to check on
whether bringing an outside vendor onto campus is ok. Physical activity: think about accessibility for your participants.
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Where: Think about… Book a room:
SGS has a comprehensive list of room booking contacts on their website. A few basic numbers:
o Most classrooms: Exams & Timetabling, 780-492-5221 o Most outdoor spaces: Facilities & Operations, [email protected] o Rooms/venues in SUB: 780-492-9789
Off campus locations Some venues off campus have permanently added U of A student groups to their insurance,
which means less work for everyone. Contact Lana if you’d like to know which places these are.
Contracts with off campus venues; exclusivity agreements Some venues want you to sign exclusivity agreements with them. You’re not allowed to sign
anything on behalf of the University of Alberta as an entity. Ask us to make sure you’re not doing that and to review a contract before you sign it.
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When: Think about… General campus schedule: September is full of events; exams are in December & April… Use of major spaces: when might quad be really busy?
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How: Think about… Money: budgeting, getting sponsorship, costs, fundraising
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Section 2: Event risk management
Use this risk matrix and the accompanying planning chart to: help you identify risks,
decide how likely and how serious potential event risks could be,
list ways to prevent the risks from happening (ie, mitigate risks), and
list possible solutions in the event the risk happens.
Probability
Very Likely 5 5 10 15 20 25 Likely 4 4 8 12 16 20
Somewhat Likely 3 3 6 9 12 15 Not Likely 2 2 4 6 8 10
Very Unlikely 1 1 2 3 4 5
Severity Very Minor 1 Minor 2 Considerable 3 Major 4 Severe 5
Risk Ratings: 1-4: Low 5-9: Minor 10-14: Considerable 15-19: Major 20-25: Severe
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Identified risk
Consequences Probability Severity Risk Index (Probability X Severity; 1-25)
Risk Rating (minor to severe)
Preventative Measures (to avoid the risk)
Possible Solutions (to deal with the risk if it happens)
Outcome
ie: participant becomes very intoxicated
ie: participant could not get home safely, lose consciousness
3 4 12 Considerable*
ie: monitor participant consumption, limit available drinks, cut people off, provide substantial food
ie: cut person off, partner them with sober friend, take them to a quiet place, send them home safely; take to hospital if necessary
ie: participant recovers, student group avoids liability
*The example in the chart above is a considerable risk, because the circumstances lend themselves fairly easily to this happening, and the severity can be very high. You generally want to avoid the red and purple zones: major and severe risk ratings.
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Risk mitigation techniques:
1. For most events, event organizers should…
a. Carry incident report forms and record the details of any incident that happens during
the event.
b. Inform participants of risks involved in the event, via disclaimers or signage at the event.
c. Communicate in person and in writing to participants who they can call if something
happens. Ie, event organizers phone numbers, security/emergency phone numbers, taxi
numbers, any participant emergency contact numbers, etc.
d. Create an emergency action plan: outline what the procedure is in case of an emergency
(ie, inclement weather, fire) and communicate that plan to all organizers, volunteers
and participants.
e. Plan for the occurrence of a medical emergency: maybe have a first aid kit on hand,
know where the nearest hospital is and how to transport someone injured there.
f. Create a communication plan for how they’ll communicate with each other and with the
participants.
g. Provide training appropriate to activities involved in the event.
h. Provide a disclaimer on the back of the event ticket or ask participants to sign a waiver.
i. Ensure they have the appropriate insurance for their event.
j. Prepare their participants for the specifics of their event; ie, participants know to bring
appropriate ID or wear the right kind of clothing or shoes.
k. Keep track of their participants, through registration, signing in and out of the event,
and/or wristbands.
2. For events involving travel, event organizers should…
a. Register with University of Alberta International (UAI) using their UGo travel registry
system.
3. If the group is travelling internationally, event organizers should…
a. Require all travelers to:
i. Attend a pre-departure session with UAI, and
ii. Fill out a risk management form from UAI.
4. For events involving physical activity, event organizers should…
a. Ensure that any instructors or trainers are certified and trained properly.
b. Employ first aid risk management techniques as described above.
c. Reassure participants that they only need to participate to their own comfort level.
d. Accommodate different skill and comfort levels.
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Emergency Action Plan:
Your risk analysis and mitigation brainstorming will inform your Emergency Action Plan. Once you have
identified which risks are associated with your event and brainstormed ways to prevent them from
happening, then thought about what you would do if they did happen, you will be able to take those
actions and put them into an Emergency Action Plan.
All event organizers should help develop the plan.
All event organizers should be available to carry out the plan, along with any
emergency responders: UAPS, EPS, etc.
Communications & reporting planning: emergency contact info; record the
incident on forms
Identify all emergency equipment needs:
Ie, first aid kit, food, cell phone
Any extra equipment associated with your event (ie, tape, batteries, etc)
Identify facility/shelter needs:
What facilities will you need nearby?
Where are the nearest ones (hospital, park shelter, first aid tent, security tent)
How do participants get there (walking, cars, bus, transit, ambulance)
Identify all emergency expertise needs
Ie, first aid trained volunteers
Ie, Event Organizer/ProServe trained volunteers
Outline any procedures that may be necessary:
Ie, evacuation
Ie, medical emergencies
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Event Communication
1. Between event organizers:
a. Ensure event organizers have each other’s phone numbers.
b. Assign one person to be responsible for bringing the risk management and emergency
action plans, as well as any participant information collected (emergency contact
numbers/names, allergies, etc.) and event information (addresses of locations, etc), and
keeping it in a safe, easily accessible place.
c. Ensure all event organizers are aware of what to do in an emergency.
d. Monitor activity during the event, and
e. Meet or call fellow event organizers frequently to provide an update on how things are
going (even if everything’s perfect).
2. Between event organizers and other volunteers:
a. Give all volunteers the phone number of the event organizer they can contact if they
have questions or in an emergency.
b. Train all volunteers so they know what to do in an emergency.
c. Point out any locations important in case of an emergency (exits, shelters, first aid,
muster points, etc.)
3. Between event organizers and participants:
a. Ensure all participants know who they can go to or call for help.
b. Brief all participants on what they should do in an emergency.
c. Inform participants of any rules you’ve set out for your event, and
d. Explain what the consequences are for breaking the rules.
e. Answer any questions they may have about the event.
f. Address any discomfort they express about any aspect of the event.
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Section 3: Alcohol procedures and policies
The following rules apply to all events student groups host that involve alcohol:
The Primary and Secondary Event Organizers must: have Event Organizer & ProServe training attend your entire event stay sober and responsible not act as servers or security monitor event for unauthorized alcohol ensure participants return home safely at the end of the event
On the BearsDen approval form, you’ll need to provide:
The number of participants Start, end of service and end of consumption times Written booking confirmation from your venue A copy of your poster, if applicable Confirmation that you’re using a ticket disclaimer or waiver Confirmation of appropriate insurance
Insurance:
You need to get your own insurance policy if… your event is on campus but outdoors your event is off campus and at an unlicensed venue your venue’s insurance won’t cover you
You’re covered by U of A insurance if…
your event is on campus and indoors or at a venue on campus
You should ask your venue if they can add you to their insurance when… You’re hosting an event off campus, at a licensed venue such as a bar or pub
Some venues have added U of A student groups to their insurance permanently. Lana can tell you which ones.
Risk management: for events involving alcohol, event organizers must…
Monitor consumption closely in order to prevent heavy drinking.
Ensure that all participants have a safe way home.
provide taxi numbers on the back of event tickets (#TAXI), and
make sure that anyone particularly intoxicated gets into a taxi safely.
Ensure that there is no alcohol brought onto any vehicle used for group transportation (=buses).
Keep track of their participants: using wristbands, keeping a checklist of participants, and/or
asking them to sign in and out of the event.
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Alcohol event procedures checklist
On Campus Off campus
Requirement Licensed venue (RATT, Deweys)
Indoor/ outdoor non-venue (lounge, classroom)
Outdoor & > 300 attendees (Quad)
Licensed location (bar, restaur-ant)
Unlicensed location (comm-unity hall)
Primary & secondary event organizers must: have valid Event Organizer & Proserve training;
attend event; remain sober & responsible; not act as servers/security; monitor event for
unauthorized alcohol; ensure participants return home safely
X X X X X
Written confirmation of space booking including: building name, room number, booking date &
times and capacity
X X X X X
Copy of event poster or advertising, if applicable X X X X X
Disclaimer printed on back of ticket OR signed waiver for every participant; & posted at venue X X X X X
All volunteer servers and security must have valid ProServe training X X X
One easily identifiable security volunteer per 50 participants, plus two per entry/exit X X X
Alcohol poured into plastic cups X X X
Two types of substantial food available for duration of event X X X
Alcohol ordered from RATT (unused returned within 5 days) or Aramark (unused returned within
48 hours)
X X
Written event proposal presented to Alcohol Policy Review Committee at least one month prior X X (if > 300 attendees)
Written proof that venue has added the student group to their insurance policy, with the Governors of the University of Alberta (and the University of Alberta Students’ Union, if your group is registered with the SU (ie, mostly undergrads)) named as additional insureds.
X
Written proof of liquor liability insurance of not less than $1,000,000, with the Governors of the
University of Alberta (and the University of Alberta Students’ Union, if applicable) named as
additional insureds.
X X
University of Alberta Protective Services officers required (# depends on attendees) X
Edmonton Police Service officers required (# depends on attendees) X (if > 300 attendees)
Special Event License & liquor purchased from a liquor store after event approved X
Occupancy load calculation X (some rooms) X
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Section 4: Resources
Electronic versions of all of these resources are available. You should be able to find most of them either on the SGS website or as resources while you’re filling out the event approval form on BearsDen. If you
can’t find them, email Lana and she’ll send them to you.
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TEMPLATE TICKET DISCLAIMER
Include the following disclaimer on the back of your event tickets. Be sure to fill out the full name of your student group where indicated. Ticket holder voluntarily assumes all risks and dangers incidental to any games or events for which this ticket is issued and waives all claims against the [FULL STUDENT GROUP NAME], the Governors of the University of Alberta and the Students’ Union, University of Alberta or the owner of the facility whether or not such claims arise from the negligence of any of the said parties. Admission is subject to compliance with all laws and facility rules. Failure to comply with laws or facility rules may result in refusal of admission or expulsion. Ticket holder consents to reasonable examinations and searches to ensure compliance with laws and facility rules, and acknowledges illegal substances are not permitted on premises.
Most bars and other venues are able to print this disclaimer on the back of your tickets. Email Lana if you would like a ticket template document that you can print off yourself.
Useful services
Safewalk:
Not only will they provide you with a safe walk home from campus, but they will also distribute
your event posters for you across campus. 780-4-WALKME (780 492 5563),
www.su.ualberta.ca/safewalk
Infolink:
Can help you sell tickets; they can supply security identifiers (t-shirts and armbands) for your
alcohol events. www.su.ualberta.ca/infolink, 780-492-4212
Red Frogs:
They attend your event for free and provide free food and non-alcoholic beverages. Lots of great
testimonials from other student groups on campus. http://ca.redfrogs.com/
Designated Driver Service:
A local service that can drive you home, and also drive your own car home for you. They have
their own insurance. http://www.dedicatedesignatedrivers.com
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Checklist for Event Planning
Identify the tasks that need to be completed and delegate them. Set a completion date for each task. Check the items that are relevant to your program. Not all items will be needed for every program.
Before the event: Delegate Completion Date Assigned to Date Completed
The budget and finances:
Prepare proposed budget
Identify funding sources
Prepare and sign contracts
Arrange for transfer of funds Arrange for petty cash for
day of
Begin processing payment requests
Logistics:
Check calendars for conflicts
Rain or cancellation plan
Fund-raising needs
Insurance and waivers
Use of logos on publicity
Map of event
Noise ordinances
Publicity and PR
Decide on theme
Decorations
Purchase materials
Entertainment
Arrange for security
Contract performer(s) Arrange for disability
accommodations
Arrange for transportation
Process payment(s) Develop strategy and
schedule
Design poster(s)
Create signage
Arrange for meals
Arrange for lodging
Reserve space or facility
Meet with all key players Coordinate room
setup/diagrams
Submit newspaper ads
Submit radio/tv ads
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Catering:
Set Menu
Choose caterer
Determine seating
Confirm final count
Event Support/Tech:
Arrange for equipment & labor
Provide diagrams, maps
Tickets:
Order tickets and put on sale
Determine sales locations
Notify ticket office Ushers, ticket takers, door
sales
Secure cash box
Bring will call tickets to venue
Confirm several days prior to event:
Facility rental and setup
Equipment use and setup
Security
Caterer and Hospitality
Transportation/lodging
Ticket sales
Volunteers
Decorations
Final wave of promotion
Contact all vendors
Prep a supply bin
Payments for services
On the day of the event:
Check setup per sitemap
Get cash box, petty cash
Transport guests or artist
Prep venue with signage
Instruct and place volunteers
After the event:
Clean up spaces
Evaluate Fill out Ticket Accounting
Form
Fill out Event Eval Form
Set a debrief meeting
Send Thank You’s
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Student Event Incident Report Form
Date reported: Time reported: ____________________________
Subject’s Name: Incident: __________________________________
Address: Date of Incident: ____________________________
Location of Incident: Time of Incident: ________________
Telephone: Age: Sex: __________________
Full description of all circumstances prior to and including the incident or injury:
Describe any injury (including whether on left or right side of body)
Provide detailed description of immediate events and surroundings (ie, if outside, describe weather conditions)
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What action was taken? (Ie, emergency medical procedures)
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Who responded to the incident? (Primary Event Organizer, Venue Manager, Security, Police, etc)
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Names and addresses of witnesses:
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General remarks:
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Subject’s signature (if possible): ____________________________________________
Primary Event Organizer’s signature: _____________________________________________
Date: ____________________________________
SUBMIT ONE COPY OF THIS REPORT TO STUDENT GROUP SERVICES AS SOON AS POSSIBLE.
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Sample Notification Letter – Student Group Event
[DATE]
Dear Resident:
RE: [EVENT NAME]
On [DATE], a special event will take place in/at [LOCATION, IE, QUAD, COMMUNITY PARK]. This year’s event will
feature [activities, ie, musical entertainment, food, alcohol, games, other physical activity, speeches, etc.]
Due to your close proximity to [LOCATION] the [STUDENT GROUP] Organizing Committee would like to make you
aware of the event itself, and let you know that approval was granted by the University of Alberta to allow this
event to take place. [List any approvals that have been obtained, ie, Office of the Dean of Students].
Community Awareness [examples of items that residents should be aware of]
Event Operating Hours [Provide details on when the event will take place and during which hours noise
may be louder, certain activities will take place, etc.]
[Provide details on how areas may be affected, and any alternate arrangements to offset the
inconvenience.]
Safety precautions [Provide details on how you are taking precautions to protect the safety of the public
or larger community, ie, those not participating your event but who may be affected.]
The [STUDENT GROUP] Organizing Committee and the University of Alberta would like to make you aware of this
event. We hope that these activities do not inconvenience you in any way.
If you require any further information please call me at [phone number]. You can also obtain information by calling
the University of Alberta Office of the Dean of Students at 780-492-1396.
Sincerely,
Name
Title
Committee/Organization/Student group
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Bus Monitor Guidelines
Distribute and explain these guidelines to your bus monitors well in advance of the event, so they are
able to ask any questions if necessary. Two monitors are required for each bus, and monitors must
remain sober.
Before the event, make sure…
All participants understand the risks (and in some cases, have signed waivers).
All participants know the documentation they need for your event.
All participants are aware of:
o where to board the bus,
o what time the bus departs for event location,
o what time the bus leaves the event venue at the end of the event.
As participants are boarding the bus, make sure…
No alcohol is brought onto the bus. Confiscate any alcohol.
No intoxicated participant is allowed to board bus going to event.
All participants are on the bus before it departs for the venue.
Everyone boarding the bus has signed a waiver, if applicable.
Just before the bus leaves…
Announce the time the bus will be leaving the venue at the end of the night.
Announce where at the venue the bus will pick up participants.
During the bus ride…
Make sure everyone is sitting down.
Bus rides are a good time to go over any event safety procedures or rules with participants.
o Provide bus monitors with a short script to facilitate this.
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Minor Accident
Type 1
Type 2
Strains, sprains, bee/wasp
stings, heat exhaustion,
suspected broken bone and
dental injuries.
Treat immediately with standard first aid, contact supervisor/leader immediately.
If medical attention is needed call U of A Protective Services at (780) 492-5050, tell them where you are on campus, type of injury, and assistance required (ambulance).
Small cuts, bruises, and scrapes
Fill out accident report form and give it to any supervisor/leader.
Treat immediately following
standard first aid procedure and fill
out incident report form, and return
to any supervisor/leader by the end
of the day
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1. MAJOR ACCIDENT
If possible, move the rest of the group to another area to ensure their safety, keep their focus
away from the situation. Your first priority is to the injured party however.
Fill out incident report form only after person is no longer in your care.
Have someone meet U of A Protective Services/Ambulance when they arrive
Life threatening injury, or unconscious,
spinal, major bleeding, obvious broken limb,
serious allergic reaction, diabetic emergency
Do not move the person.
Call 911 if life threatening to request an
ambulance; supervisor/leader should be notified
immediately
Treat with standard first aid. (treat for shock, record vitals until help arrives)
Describe injury; describe location of the injured
party.
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Emergency Action Plan
Event Name:_____________________________________________________________
Date of Event:____________________________________________________________
Student Group Name:_____________________________________________________
People Preparing Plan:
_____________________________________________________________________________________
_____________________________________________________________________________________
Phone Numbers:
_____________________________________________________________________________________
_____________________________________________________________________________________
Emails:_______________________________________________________________________________
_____________________________________________________________________________________
Primary Event Organizer/person responsible for carrying out this plan:
_____________________________________________________________________________________
Emergency Contact Information
List any emergency contact numbers (ie, emergency services, U of A Protective Services, student group
event organizers, etc.):
Edmonton emergency services: 911
University of Alberta Protective Services: 780-492-5050
Edmonton Police Service non-emergency line: #377 on your cell phone
Any Edmonton taxi: #TAXI on your cell phone
Primary Event Organizer:___________________________________________
Secondary Event Organizer:_________________________________________
Student Group Executives:__________________________________________
Venue contact:___________________________________________________
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Communication Plan
Outline your communication procedure during an emergency (ie, who is in charge, how do event
organizers contact each other, how will you keep in touch if you get separated, how often would you
check in, etc.)
Equipment Needs
Outline any equipment you may need in the event of an emergency during your event (ie, first aid kit,
cell phone, tape, etc.) AND where it will be kept during your event.
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Facility information
Outline important information about your facility or location (ie, nearest shelter, nearest hospital, fire
exits, muster points, security tent, first aid tent, etc.); AND outline how participants would get to those
locations (walking, transit, vehicle, etc.) AND attach directions.
Expertise needs
Identify any expertise or training your event participants or leaders will need to have (ie, first aid, sports
training, Event Organizer Training, ProServe, etc.).
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Procedures needed
Outline any procedures you may need to use during your event (ie, evacuation procedures, medical
emergencies, etc.).
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Important notes
List important information for people carrying out this plan to have (ie, participant allergies or special
needs, sensitivities around any guest speakers or event leaders, etc.).
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Event Evaluation Form
Event: ______________________________________________________________________________
Date: _______________________________________________________________________________
Primary Event Organizer: _______________________________________________________________
1. Rate the success of the event (1: not successful, 10: very successful)
1 2 3 4 5 6 7 8 9 10
2. Describe what worked well:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. Describe what did not work well or requires improvement:
______________________________________________________________________________
______________________________________________________________________________
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4. Were there any unforeseen problems? YES NO
a. If YES, how could you prepare better in the future?
________________________________________________________________________
________________________________________________________________________
5. What would you do differently if you ran this event again?
______________________________________________________________________________
______________________________________________________________________________
6. Would you recommend that this event be held again next year? YES NO
a. If NO, explain why not:
________________________________________________________________________
________________________________________________________________________
b. If YES, what changes would you recommend?
________________________________________________________________________
________________________________________________________________________
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