Risk Management for Special Events

Planning, Evaluation and Risk Control Checklist

ABAG PLAN
Introduction
This checklist and event evaluation tool was developed to assist ABAG PLAN members anticipate and
reduce the uncertainly involved in special events planning and execution. No checklist can identify every
possible scenario and risk exposure, but it will provide a framework for discussion and analysis of risk
associated with each exposure. This process will help assure that incidents do not occur as a result of poor
planning or failure to recognize potential risk. The completed checklist also provides documentation of the
evaluation process, assigns accountability, and provides a means of follow up.

Event Details
Name of the Event:
Date(s:
Hours Open to Public:
Anticipated:
Audience/Attendees:

Families ___ Teens ____ Seniors ____ Children ____ Singles ____
Disabled ____ Pets ____

Event Sponsor:
Event Organizer:
For Profit ____ Non Profit ____
Organizing Committee Members:

Participating Groups/Organizations:
Service or Goods Providers:

Moderate to High Risk Events

IF your event involves any of the following, please contact Risk Manager, ABAG PLAN regarding
special events insurance coverage. Special events insurance requirements for
Special Events/Instructors, Vendors/Contractors Insurance and may be reviewed at
http://www.abag.ca.gov/plan/members/secure/insurancepolicies.html
1. Minors as participants
2. Lodging and Accommodations will be provided for overnight stays for participants
3. Alcoholic beverages will be served
4. Vendors and/or exhibitors will be present
5. Musical performances or other entertainment will be provided
6. Rides
7. Mechanical devices
8. Inflatables (jumphouses, etc)
9. Animals, petting zoos
10. Fireworks, hazardous materials, or other fire related dangers
11. Any other activity that would rank as moderate to high risk such as races or water sports
Certificates of insurance must be obtained which name the city as an additional insured.

Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

PLANNING AND
EVENT
ADMINISTRATION
Special Events Committee in
place
Schedule meetings to assure
consistent communications with
all stakeholders
Document review and
verification process in place
Safety review for each activity in
place
Vendor/Contractor risk control
plan provided
Guidelines, rules, and
requirements for all providers
and participants signed
A thorough site/building survey
has been completed to assure it
meets criteria for the event and
has no identifiable associated
detracting features or hazards

Page 2 of 9
Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

FINANCIALS
Financial projections are
complete and indicate event is
viable
A member of the organizing
committee has been designated
as responsible person for finance
Receipt collection and
accounting procedure is in place
A mechanism is in place which
keeps the City finances separate
from the organizers finances, if
different
Bonds
Event cancellation penalties or
losses
Security deposits
Fees

Page 3 of 9
Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

PEOPLE SAFETY
Participant
Spectator
Lost person(s)
Minors
Crowd control
Volunteers and employees

Page 4 of 9
Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

SITE SAFETY
Seating
Props and decorations
Walking surfaces
Lighting/visibility
Temporary structures
Temporary electric/utilities
Emergency service access
Heating and cooling
Communications
Sanitation
Life safety for buildings
(capacity, exits, alarms,
emergency lighting)
Fire prevention and controlspyrotechnics, bonfires, fireplaces

Page 5 of 9
Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

PARKING AND
TRANSPORTATION
Road closure
Traffic routing
Emergency vehicle access
Parking

EMERGENCY
RESPONSE
First aid/Medical
Evacuation
Earthquake
Fire
Violence

ENVIRONMENT
Noise and/or light pollution
Environmental impact
Water utilization and disposal
Recycling
Weather contingency

Page 6 of 9
Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

SECURITY
Alcohol/Drug management
Fencing/Perimeter security
Protection of money
Entry/Admission controls
Anti-social behavior
Sabotage

VENDOR-CREATED
RISK
Cooking (fire, hot oil, etc)
Food safety
Temp. structures or equipment
Storage
Mobility and transport

Page 7 of 9
Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

ANIMALS
Pet Admission
Exhibits
Performances

ENTERTAINMENT
Rides
Inflatables (e.g. jumphouses)
Mechanical devices
Play equipment
Demonstrations

Page 8 of 9
Rev. 04/07

Potential Risk

Check issues
of concern
associated
with this event

Risk Management Strategy (may be a combination of all)

Cancel the
Activity

Hazard ID and
Mitigation
Procedures Needed

Insurance
and Contracts

Person
Responsible

Plan To Be
Completed by
Date

Response /
Contingency Plans

REGULATORY /
LEGAL / RISK
TRANSFER
Waivers and hold harmless
Insurance policies
Accessibility and special
accommodations
Permit requirements
Application review
Use agreements
Contracts
License and/or certification
requirements
New legislation pertaining to the
event which must be addressed

REPUTATION
Entertainment
Political
Drugs and alcohol
Vendor sales items
Impact on property owners and
neighbors

Page 9 of 9
Rev. 04/07