Event Management

Your safety matters to us

Before you can hold an event on- or off-campus, you must complete a risk assessment. This assessment shows us that you have considered the level of risk associated with your various activities and how you will manage those risks.

This web page outlines the seven considerations that recognized student groups must review in their risk assessment.

Remember, you must be a recognized student group to hold an event on-campus.

Photo of students sitting on the grass.

Risk Assessment: 7 Considerations

Events involving alcohol come with a lot of risk. Careful planning will ensure the safety of all participants and an enjoyable experience.

To reduce risk of harm consider:

  • Holding your event on-campus at one of the licensed venues
  • Having a dry event

This will save you a lot of hassle and your event will get approved much faster.

If you do decide to include alcohol in the event, make sure you plan:

  • For underage students. How will you make sure underage participants are not consuming alcohol?
  • For students to return home safely. Transportation options must be available both to and from the event.
    • For larger events you should consider renting buses.
    • Events such as formals, banquets and galas with a large number of attendees will require a security plan that may involve police or hired security.
  • Participation by students of particular faith groups where alcohol is prohibited.

Every event involves money. What is your plan:

  • To ensure money collected from participants is kept in a safe location and for transporting money safely to the bank? In other words, how will you prevent theft?
  • How will you manage the budget? What if your expenses are greater than you expected? How will you cover that?

If you intend to invite a guest speaker or performer, ensure you have reviewed and complied with the Freedom of Expression, Protest and Dissent: Guidance For Event Organizers and Participants. Details here.

The Guidance document outlines the responsibilities of event organizers and some of the issues to consider if the guest speaker or performer, and/or the subject of their speech or performance, is known or expected to generate controversy (e.g., takes a position on a social or political topic which is the subject of widespread ongoing debate or disagreement across different campus community groups). As an event organizer, you are responsible for being familiar with the Guidance document and expectations of the University and for communicating these expectations to invited speakers or performers.

Contact Security Services to assess the need for their assistance in safety planning or their presence at the event.

Remind your guest speakers and visitors about McMaster’s Tobacco & Smoke Free policy.

Injuries can happen even under the safest of circumstances.

It is impossible to prevent every injury, but you can minimize the risk of something happening by having a safety plan in place in case something does happen at the event.

For events involving a high degree of physical activity such as rock climbing, hiking in remote areas, or any activity involving water, make sure you are prepared:

  • Ensure your cellphone is charged so you can call for help.
  • Ensure that everyone is accounted for at all times.
  • Think about what you will do if someone gets lost.
  • Should everyone wear the same colour clothing?
  • Always think about the event (location and type of physical activity). Consider the worst case scenario.
  • Is there someone who is certified in first aid?
  • Have a plan in case the temperature changes. Be creative.

If your event involves hazardous materials, drones or rental of equipment:

  • You may need to sign a contract. Before you do, review the contract.
  • If renting equipment, ask the vendor for confirmation that it is approved for use in Canada and Ontario.
  • Make sure the contractor holds at minimum $5M in Commercial Liability Insurance and you obtain proof.
  • If you are using hazardous materials such as paints, you must ensure that they are not released to the natural environment (i.e. sewers, waterways).
  • For use of drones, you must obtain the appropriate Transport Canada approval to operate on-campus. There may also be requirements for operating off-campus. Always consult with EOHSS.

In keeping with the University’s principles of integrity and mutual respect as outlined in Forward With Integrity, students have a responsibility to abide by the Code of Student Rights & Responsibilities and the laws of the land.  It is important to consider the impact of your actions and those of your student group that may affect the reputation of the University.

  • Will participants be volunteering with children, the elderly or persons with disabilities?
  • Do participants have the necessary training?
  • Do they know the agency will likely require a police background check?
  • Did you advise the agency that McMaster University does not conduct police checks and that they are responsible for this?

Will your event involve a considerable distance? Will you need to find a way for participants to get there? Will any of the participants require accessible transportation? Are the venues you are booking inclusive and/or accessible? Are you have to provide a map to the venue for folks who need specialized transportation?

  • NEW: $10M commercial general liability is required by insurer for events involving the use of a bus
  • Make sure participants sign waivers.
  • Monitor weather conditions prior to travel and consider postponing or cancelling due to weather.
  • Obtain a certificate of insurance from the transportation company.
  • If carpooling, ensure that drivers are aware that coverage is provided by their own personal insurance.
  • If travelling out of country/province, participants have the appropriate health and travel insurance.

Download Event Waiver Involving Alcohol & Bus Trips (PDF)

Download Event Waiver Participatory Sporting & Hiking (PDF)

Download Event Waiver Spectator Cultural Social Events (PDF)

Download Event Waiver Virtual Online Activity (PDF)

Each and every student is responsible for their behaviour. Saying “I didn’t know that” is no excuse. Make sure you know where to find McMaster policies and procedures. At all times, the rights and responsibilities of students should be respected.

Guidelines for Approvers

Alcohol:

Medium Risk: On-campus at one of our licensed establishments.

High Risk: Off-campus.

Financial:

Medium Risk: Whether or not the student group is charging admission, entering into contracts, or has expenses related to the event, it is always considered Medium Risk.

There is no specific risk to the University; it is in place to ensure the Primary Event Organizer has considered mitigating factors such as safeguarding monies.

Guest Speaker:

Medium Risk: If there is no guest speaker or if the speaker is affiliated with McMaster.

High Risk: The guest speaker is not affiliated with the University.  In this case, the University would need to know: the name of the speaker, the topic/subject matter, name of the moderator, and a description of the promotional materials.

Physical Activity:

Medium Risk: Event does not involve physical activity that has a potential for injury.

High Risk: There is a higher degree of risk for injury to participants. Activities may include competitions, water activities, etc. In this case, the University will want to know what strategies are in place to mitigate the risk of injury.

Property:

Medium Risk: No electrical equipment, no machinery, no hazardous materials, and not renting equipment such as carnival rides.

High Risk: The event can involve items described in Medium Risk, but the University needs to have a description of what is being used or rented, and ensure that the vendor provides a certificate of insurance.

Reputational:

Medium Risk: Participants are not travelling through the campus or neighbourhood, nor participating in volunteering activities with children, the elderly, or persons with disabilities.

High Risk: The University wants to ensure that appropriate departments are notified and/or our neighbours should there be an impact from the event.  In addition, if students are volunteering as part of the event, we want to ensure they know they are responsible for acquiring a police check on their own.

Travel/Transportation:

Medium Risk: No travel is involved.

High Risk: Participants are travelling by chartered bus, public transportation, or registered taxi and the event is within 200 k.m. of the campus. Additional safety plans need to be put in place when travelling more than 200 k.m. from campus: bus may be required, a bus monitor must be assigned, etc.