Special Events Liabilities

1
Special Events Liabilities

• Prevention and Control Strategies

2
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.

3
Insurance

• 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.

4
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.

5
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

6
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.

7
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.

8
Volunteers

• 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

9
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.

10
Conclusion

• 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.

11
Let the events begin!!!!!!