1. Event Liability: Managing Your Risk
Melissa Ahler & Dawn Riddle
Vanderbilt university
Office of risk and insurance management
March 6, 2018
4:00-5:00
Breakout session
Vecap conference
Melissa

2. Managing Risk: Event Cycle Overview
Where
Who
What
When
Initial Reservation
Inter-institutional resources
Risk exposure and mitigation efforts
Preparing for Event
Any changes to original reservation?
“Day of” contacts
Did the event go as expected?
Event Execution and Follow Up
Melissa

3. RISK
MITIGATED
Melissa
Not Eliminated

4. Initial Reservation Event goal
Is there past injury or accident (for reoccurring events)
Equipment malfunction or damage
Food and beverage
Dependencies
Attendees
Attendance
Weather
Capabilities
Response resources
Where
Who
What
When
Dawn

5. Examples of Activities With the Potential of Added Risk
Large groups
Fire/Water
Groups with attendees under 18 years old
Physical activities of participants during the event
Damage or destruction to objects as part of an event
Events with animals
Conflict issues or controversial events
Dawn
Images attained under Creative Commons

6. Planning Pre-planning discussion related to activities
Preparing for Event
Pre-planning discussion related to activities
Safety walk through
Facilities and VUPD notice
Emergency planning
Weather plan (when applicable)
Reporting unexpected occurrences
Liability waivers for participants
Agreements with third party vendors or groups
Verified insurance with vendors
Inter-Institutional Resources
Risk Exposure and Mitigation Efforts
Dawn

7. Event Execution and Follow Up
The Big Day(s)
Event Execution and Follow Up
Last minute changes
Point person(s)
Aid/Emergency procedures
Reporting unexpected occurrences
Post event assessment
Any changes to original reservation?
Day of Contacts
Did the event go as expected?
Dawn

8. Reporting Occurrences During Events
Occurrence Reporting System: VERTIAS (RL Solutions)
What should I report?
Injury (employee, student, visitor)
Accident
Safety concern
Unexpected event
Incidents related to harassment, compliance, Standards of Conduct, Title IX
What happens next?
RIM will review
Collaborate with other departments on response if needed
May contact reporter
Additional information needed to assess
Next steps to take
Other recommendations
Melissa
A link to access this system is located on the homepage of the Risk and Insurance Management website

9. Review: Event Cycle When Evaluating Risk
Where
Who
What
When
Initial Reservation
Inter-Institutional Resources
Risk Exposure and Mitigation Efforts
Preparing for Event
Any changes to original reservation?
Day of Contacts
Did the event go as expected?
Event Execution and Follow Up
Dawn

10. MANAGED What about the LIABILITY Managing Your Risk
Dawn
All the steps taken in the event cycle help address liability and reduce risk.

11. Event Liability: Managing Your Risk Review and Group Exercise
Where
Who
What
When
Initial Reservation
Inter-Institutional Resources
Risk exposure and mitigation efforts
Preparing for Event
Any changes to original reservation?
Day of contacts
Did the event go as expected?
Event Execution and Follow Up
My department is hosting a student and community cookout on a Saturday in three weeks. There will be about 400 expected participants, though I’m not requiring an RSVP and we are announcing the event to all undergraduate and graduate students. I’ve reserved Alumni Lawn and a room in Sarratt/Rand. At the event, we will provide food and event volunteers will be grilling hot dogs, there will be an inflatable for the kids of attendees (and adults), therapy animals, and we’ve booked Maggie Moos for ice cream distribution. At 5:00, we will have buses take anyone interested in attending the event at the Parthenon, over to the park. (One day before the event, the forecast is for thunderstorms and possible tornados).
Melissa

12. Office of Risk and Insurance Management: Services
Occurrence Reporting
Insurance
Workers’ comp
Protection of minors
Risk assessment
Melissa

13. Questions Event Liability: Managing Your Risk
Melissa Ahler & Dawn Riddle
Office of risk and insurance management
Visit our website:
on VU homepage, keyword “risk”
Both