Minimizing Your Risk in Special Events

Public entities frequently get requests from groups asking for the use of public facilities for special events.  These events may range from use of a park for a kids’ field day or a weekend celebration including a parade and 5K run on city streets to a music festival and concessions in the community hall or a fireworks display.  Whatever the event, your entity should take a proactive approach to minimizing and/or transferring the associated risks.  The goal is to protect your entity from liability while still providing the opportunity for others.

If your entity does not have a formal “special events” policy or facility use policy, your AMLJIA Risk Control Specialist can help your governing board take this important first step in managing the associated risks.  Consider how much access to your facilities and grounds is appropriate for outside groups.  Will there be a financial impact on your entity for allowing outside activities and will a use fee be charged?  What types of groups will be allowed to use the facilities and grounds (i.e., not-for-profit, for-profit, community groups, etc.)?  What level of risk is your entity willing to tolerate?

When an organization, group or individual requests use of public facilities or grounds, proof of insurance should be provided before use is granted.  The Certificate of Insurance should indicate that your entity has been named as an Additional Insured.  Depending on the scope of the event, the Certificate of Insurance may include Commercial General Liability, Workers’ Compensation, and possibly Automobile Liability.  For a nominal fee you can easily request Special Events Coverage through the AMLJIA, either for your entity-sponsored event or for an outside group, by contacting Paul Bryner, Underwriter, at 800-337-3682 and filling out a simple request form.