Student Event Safety

Your safety matters to us. Before you can hold an event on or off campus, you must complete a risk assessment through the Student Event Portal. This assessment shows us that you have considered the level of risk associated with your various activities and that you are prepared to manage those risks.

Risk assessment considerations

Events involving alcohol come with high risk. Careful planning will ensure the safety of all participants. To reduce risk, consider having a dry event or holding your event on campus at one of the licensed venues.

If you decide to include alcohol at your event, ensure you have a plan for:

Underage students

  • Process in place to ensure underaged participants are not served alcohol (i.e., individuals 19 and over wear wristbands).

Transportation

  • Appropriate transportation (i.e., chartered bus) must be arranged to ensure participants get to the venue and home from the venue safely (~200 plus participants, depending on the location of the event). A certificate of insurance is required from the bus company for commercial general liability in the amount of $10M, listing McMaster University and/or McMaster Students Union as additional insured (both for MSU student groups).
  • Event organizer must make general announcements during the event to remind participants about how to get home safely (i.e., review bus schedule).

Security

  • Arrangements must be made for reputable security to be present at the event. If more than 200 participants are scheduled to attend, security is required, either provided by the venue, Hamilton Police Service or a third-party security company (which would require a certificate of insurance).

Not permitted:

  • Participants’ ID must be checked by venue staff or security (not event organizers).
  • Event organizers are not permitted to serve alcohol to participants even if they have Smart Serve training.
  • Participants are not permitted to visit more than one establishment selling alcohol during an event (i.e., pub or bar crawl).
  • Event organizers cannot provide participants with alcoholic beverages at no cost or host an open bar (i.e., drink tickets, drinks have been paid for by organizer or prepaid through an admission fee).
  • Event venue must provide their own bartenders (e.g., event organizers cannot hire their own bartender/bartending service).
  • Minimum of one non-drinking volunteer is designated to monitor every 25 participants.

It is important to ensure that a certificate of insurance is provided for all third-party equipment rentals.

Third-party vendors could include the following examples:

  • Inflatables
  • Petting zoo
  • Popcorn machine
  • Photobooth
  • Band
  • Food truck
  • Fitness instructor (if using McMaster Athletics and Recreation, no certificate is required)
  • Chartered bus
  • Third-party security that is not provided by the venue
A certificate of insurance is required for all third-party vendors and service providers participating in an event.
  • Chartered bus providers must carry a minimum of $10M in Commercial General Liability Insurance.
  • All other vendors and service providers must carry a minimum of $5M in Commercial General Liability Insurance.
The certificate of insurance must name McMaster University as an additional insured. For events organized by a McMaster Students Union (MSU) club, the certificate must name both McMaster University and the McMaster Students Union (MSU) as additional insureds. Event organizers are responsible for obtaining and submitting proof of insurance before the event.

For on-campus events, if the vendor does not have insurance you can purchase user policy insurance for your event through the Chief Risk Office at entrisk@mcmaster.ca.

  • Physical activity waivers must be signed by all participants taking part in “high” physical activity.
  • Fitness classes require appropriately certified instructors to lead sessions and must have a certificate of insurance if external to McMaster. If the fitness instructor is an Athletics and Recreation instructor, a certificate of insurance is not required.
  • Remind participants to wear appropriate footwear/clothing in preparation for the activity and stay on maintained pathways if applicable.
  • Cycling events: Participants must wear bicycle helmets and obey all traffic laws (Ontario’s Highway Traffic Act), as a bicycle is a vehicle.
  • Bubble soccer: Due to the risk of this activity and the severe injuries associated with this risk, bubble soccer is not permitted.

When planning a lecture or speaker event, it is important to consider potential risks, especially if the topic may be controversial or sensitive. Discussions may become heated, and in some cases, protests or disruptions could occur. Event organizers should carefully review the content to ensure it aligns with university policies and does not promote hate, discrimination or harmful viewpoints under the guise of free expression.

Consider whether the presentation may include graphic images, videos or other content that could be distressing to attendees or passersby. If so, holding the event in an enclosed space may be more appropriate.

An experienced moderator can help facilitate respectful dialogue and manage questions or differing viewpoints, contributing to a positive event experience.
Organizers should also ensure the venue is appropriate for the expected number of attendees. All campus spaces have maximum occupancy limits that must not be exceeded, as doing so may violate fire safety regulations. For larger events or situations where crowd management may be required, organizers are encouraged to consult McMaster Campus Safety Services for support.
Review the guidance for event organizers for more information.

Ensure there are contingency plans in place for the unexpected, such as:

  • Weather conditions (snow, rain) — check before departure and return. Postpone the event if there is inclement weather before departure.
  • Vehicle breakdown
  • Driver fatigue — rotate driving duties
  • Accessibility challenges for participants with disabilities
  • Health risks during travel

Chartering a bus

  • Waivers must be signed by all participants taking part in bus trips.
  • There must be monitors for each bus.
  • No alcoholic beverages or intoxicated people are permitted on a bus.
  • Event organizers must obtain a certificate of insurance from the chartered bus provider. The bus company must carry a minimum of $10M in Commercial General Liability Insurance. The certificate of insurance must name McMaster University as an additional insured. For events organized by a McMaster Students Union (MSU) club, the certificate must name both McMaster University and the McMaster Students Union (MSU) as additional insureds.

Carpooling: Each driver must understand that auto insurance coverage is their responsibility, not McMaster’s.

International travel

  • Plan for scheduled delays or missed connections.
  • All participants must register with Global Affairs Canada.
  • All participants must have appropriate medical coverage for travelling abroad (e.g., student plan, parent plan).
  • Check Global Affairs Canada website for travel advisories prior to travel.
  • Review the Travel Safety page on the McMaster Human Resources website.
    • McMaster has partnered with Healix, a third party who provides emergency assistance while travelling abroad. In the event of an emergency, you can contact Healix, and they will be able to assist.
    • All participants must download the Healix app and follow the country of travel (under country profiles, select the country of travel and click “watch country” at the very bottom of the screen).
    • All participants must email their itinerary to Healix to ensure they receive travel alerts and updates.
  • Know where the nearest hospital is located in the event of an emergency.
  • Have a list of emergency contacts for each participant.
  • Know where the nearest Canadian embassy is located.
  • Participants must hold a passport that is valid for at least six months after the scheduled return.
  • E-Learning courses are also available for review prior to departure.

Common delays

  • Certificates of insurance:
    • Not included in submission.
    • Does not include McMaster University as an additional insured.
    • Has a different organization listed or has the DeGroote School of Business listed.
    • Has expired.
  • Not enough information — no description provided of the activities taking place.
  • For conferences, please provide an itinerary and description of activities taking place.
  • Submitted last minute.