Event Risk Management

Event Risk Management Form

In order to keep all members of the CBU community safe, all events require the proper risk assessments. This allows our team of safety experts to provide recommendations and suggestions to help ensure you’re able to provide an exceptional experience with no dangers.
I certify that I am:*
- The event organizer and agree to provide accurate and up to date information, as well as take responsibility for the information provided.
Please complete all sections:

Part A: Personal, Organizational & Event Information

Part B: Risks Involved (Alcohol, Travel, Physical Activity, Food, Community Relations)

Part C: Waivers & Contracts (Event-Specific Waiver, Travel Waiver)

Part D: COVID 19 specific measures

Part E: Signatures required for Approval of Event
PART A- Personal, Student Organization & Event Information
Name of Department/Group hosting the event:*
Primary Event Organizer (PEO):*
Contact Telephone Number for PEO during Event:*
Position in Organization:*
Email Address:*
Name & Description of Event:*
Venue and/or Location of Event:*
I have already tentatively booked this space with Event Management:*
- Yes
- No
Event Date:*
Maximum number of tickets sold for Event:*
PART B- Identifying Risks
The purpose of this section is to identify risks, and assist the Primary Event Organizer (PEO) with risk management planning for the Event.

Risk is the combination of probability of an event and its consequence. Risk Management is a process of assessing your exposure to risk and developing and implementing action plans to minimize its impact.
Number of expected Attendees*
Will alcohol be involved?*
- Yes
- No
Will the Event be supervised by the Primary Event Organizer?*
- Yes
- No
Is the Primary Event Organizer trained in First Aid and/or CPR?*
- Yes
- No
If On Campus, will alcohol be served by a trained Smart Serve trained person?*
- Yes
- No
- Event is Off Campus
If Off Campus, will alcohol be served by a trained Smart Served trained bartender employed by the Venue?*
- Yes
- No
- Event is On Campus
Are non-drinking volunteers designated to monitor Attendees?*
- Yes
- No
Number of non-drinking volunteers*
Are bartenders and Venue Management trained in Serve Right or equivalent and are they aware of their responsibility not to over-serve attendees or serve to minors?*
- Yes
- No
Have you discussed appropriate security measures with the Manager, Security Services?*
- Yes
- No
If Off Campus, does the Venue supply Security for the Event?*
- Yes
- No
- Event is On Campus
Have you reviewed Cape Breton University’s Emergency Procedures Guide with your committee and volunteers?*
- Yes
- No
Please enter the date this was reviewed.*
Does the Primary Event Organizer know how to handle an emergency? (E.g. over-consumption of alcohol)*
- Yes
- No
Have you assigned a member of the committee to ensure all fire doors are clear of tables, boxes, chairs, at all time during the Event?*
- Yes
- No
Name of person assigned:*
Has PEO arranged for St. John’s First Aid crew to be on scene for duration of the Event, if required?*
- Yes
- No
If Off Campus, will a First Aid kit be available at the Event?*
- Yes
- No
- Event is Off Campus
Location of Kit:*
If On Campus, will a First Aid kit be available at the Event?*
- Yes
- No
Location of Kit:*
If On Campus, is Special Events Insurance required?*
- Yes
- No
- Event is Off Campus
If Off Campus, does outside venue handle Event Insurance?*
- Yes
- No
- Event is On Campus
If Off Campus, has the PEO obtained a copy of Venue Insurance?*
- Yes
- No
- Event is On Campus
Will attendees be required to show valid Student Identification prior to admittance to Event?*
- Yes
- No
Are waivers required for this Event?*
- Yes
- No
Will the entrance/ticket cost include alcohol?*
- Yes
- No
How much alcohol is included in the ticket price (e.g. two drinks)?*
Will food be available?*
- Yes
- No
Is a special food permit required?*
- Yes
- No
Have you discussed this Event with the appropriate administrator?*
- Yes
- No
Will all-ages Events have a wristband policy in effect? (Under 19 years no permitted alcohol)*
- Yes
- No
Is Event open to non-university students and/or the general public?*
- Yes
- No
Will travel be involved?*
- Yes
- No
Will the Event be supervised by the Primary Event Organizer (PEO)?*
- Yes
- No
How many additional supervisors/monitors will be attending?*
How many additional supervisors/monitors will be attending?*
Who is arranging the transportation?*
Who is arranging the transportation?*
Does the Event involve out of province/country travel?*
- Yes
- No
Is the Primary Event Organizer trained in First Aid and/or CPR?*
- Yes
- No
Have you ensured that the number of Security Officers necessary for the Event have been booked in advance?*
- Yes
- No
If Off Campus, does the Venue supply Security for the Event?*
- Yes
- No
Are personal vehicles allowed?*
- Yes
- No
Are you renting vans?*
- Yes
- No
Name of Company:
Is the insurance included in any rental fee?
- Yes
- No
Will alcoholic beverages be permitted on bus and/or rental van?*
- Yes
- No
Are you renting a bus?*
- Yes
- No
Name of Company:
Is the insurance included in any rental fee?
- Yes
- No
Will alcoholic beverages be permitted on bus and/or rental van?*
- Yes
- No
Are travel arrangements made (if necessary) for attendees with special needs?
- Yes
- No
Will a First Aid Kit be available on route and at the Event?
- Yes
- No
Are arrival and departure times known by all attendees?
- Yes
- No
Will attendees bring Health Card, identification and passport (as required)?
- Yes
- No
Is the Event insured?*
- Yes
- No
Does the PEO have a copy of the Insurance certificate?*
- Yes
- No
Have you reviewed Cape Breton University’s Emergency Procedures Guide with your committee and volunteers?*
- Yes
- No
Please enter the date this was reviewed.*
Does the Primary Event Organizer know how to handle an emergency? (E.g. over-consumption of alcohol)*
- Yes
- No
Has PEO arranged for St. John’s First Aid crew to be on scene for duration of the Event, if required?*
- Yes
- No
Will intoxicated individuals be permitted to board the bus upon departure?*
- Yes
- No
Is there a contingency plan for attendees missing return transportation?*
- Yes
- No
Will physical activity or any other personal safety risk be involved?*
- Yes
- No
Are all activities supervised by Primary Event Organizer and/or volunteers?*
- Yes
- No
How many volunteers will there be?*
Is moderate physical activity involved? (e.g. dancing, skating, running)*
- Yes
- No
Is high physical activity involved? (e.g. ice hockey, skiing, paintball, rock climbing)*
- Yes
- No
Are there any known personal safety issues? (e.g. walking alone after dark, working with ‘at risk' persons)*
- Yes
- No
Is the Primary Event Organizer (PEO) trained in First Aid and/or CPR?*
- Yes
- No
Have you discussed appropriate security measures with the Manager, Security Services?*
- Yes
- No
Have you ensured that the number of Security Officers necessary for the Event have been booked in advance?*
- Yes
- No
If Off Campus, does the Venue supply Security for the Event?*
- Yes
- No
Will the facility and equipment be inspected for hazards prior to the Event?*
- Yes
- No
Does the use of equipment involve a degree of risk? (e.g. hot tubs, trampolines, major audio sound)*
- Yes
- No
Will attendees bring health card, identification and passport (as required)?*
- Yes
- No
Will approved waivers be administered prior to the Event?*
- Yes
- No
Is the Event insured?*
- Yes
- No
Have you reviewed Cape Breton University’s Emergency Procedures Guide with your committee and volunteers?*
- Yes
- No
Please enter the date this was reviewed.*
Does the Primary Event Organizer know how to handle an emergency? (E.g. over-consumption of alcohol)*
- Yes
- No
Has PEO arranged for St. John’s First Aid crew to be on scene for duration of the Event, if required?*
- Yes
- No
Will there be food served at the Event?*
- Yes
- No
Is a special food permit required?*
- Yes
- No
Have you discussed this Event with the appropriate administrator?*
- Yes
- No
Will there be amplified music/speeches?*
- Yes
- No
Will CBRM noise by-law be adhered to?*
- Yes
- No
Is the Event being hosted in a residential neighbourhood?*
- Yes
- No
Will a letter or notice be sent to neighbours and surrounding businesses?*
- Yes
- No
Will a clean-up crew be designated?*
- Yes
- No
PART C- Waivers, Contracts, Insurance, Advertising

Guidelines
1. Event-specific and/or Travel waivers may be required for your event if it includes ANY of the Following: Alcohol, moderate to high physical activities and/or personal safety risk, or travel in rented vehicles.

2. Travel Monitor Contracts may be required for your Event if it includes: Travel in a rented vehicle (bus, car, van, etc…) and/or Alcohol at the destination.

3. For some Events, additional insurance may be required (e.g. out of country insurance, 15 passenger vans).

4. Advertising the Event requires approval.
Based on the above guidelines, please answer Yes or No to the following questions.
An Event-specific Waiver is required.
- Yes
- No
A Travel Waiver required.
- Yes
- No
A Bus Monitor Contract required.
- Yes
- No
Additional insurance is required.
- Yes
- No
The Event is being advertised.
- Yes
- No
For more information about when waivers are required, or with help creating one, please contact Manager, Security Services at (902)563-1801.
PART D- COVID-19 Specific Measures
Potential Hazards
People
Anyone who will be on site (coworkers, students, contractors, suppliers).
What is the hazard?*
Who is at risk?*
Can the risk be reasonably eliminated?*
- Yes
- No
What control measures will mitigate the risk?*
Are control measures in place?*
- Yes
- No
Equipment
Shared tools or devices being used.
What is the hazard?*
Who is at risk?*
Can the risk be reasonably eliminated?*
- Yes
- No
What control measures will mitigate the risk?*
Are control measures in place?*
- Yes
- No
Materials
Supplies or products needed.
What is the hazard?*
Who is at risk?*
Can the risk be reasonably eliminated?*
- Yes
- No
What control measures will mitigate the risk?*
What control measures will mitigate the risk?*
Are control measures in place?*
- Yes
- No
Environment
Location, high touch surfaces, washrooms.
What is the hazard?*
Who is at risk?*
Can the risk be reasonably eliminated?*
- Yes
- No
What control measures will mitigate the risk?*
Are control measures in place?*
- Yes
- No
Other Hazards
Is there anything else we should be aware of?*
- Yes
- No
If yes, please explain in detail.*
PART D- Signatures Required for Risk Assessment

All Events have an element of risk. Student-led events require the final review and approval of the Director, Student Affairs, as Cape Breton University has the approval authority over all Student-run Events.
I agree that by checking this box I am electronically signing this form as the Primary Event Organizer (PEO).*
- Select this box to certify your signature.
Date*
Group Affiliation (choose one only):*
- CBU Student's Union
- CBUSU Society
- Student Services
- Faculty Program

Quicklinks

Event Management and Room Bookings