Risk control guide for hosting off-premises events

Hosting an event away from your usual premises can be a great way to engage with clients, employees, or the community. However, it’s essential to understand the unique risks that come with organizing such events. From signing rental contracts to managing on-site safety, there are several measures you can take to reduce your exposure to potential liabilities and make sure the event runs smoothly. This guide will walk you through important risk control measures to consider when hosting an event away from your usual place of business.

Review your contracts thoroughly

Before signing any agreement with the venue, make sure you carefully review all the terms, especially those related to liability.

• Hold harmless agreements: Many rental contracts contain harmless or indemnity clauses that can shift the liability from the venue to you. While these clauses may appear to protect you, they can sometimes impose excessive responsibility for any accidents or injuries that occur during the event. It's crucial to read the terms carefully to make sure the terms are reasonable and don’t expose you to excessive liability.
• Insurance requirements: Verify that the venue carries the necessary insurance coverage for the event, and check that your own insurance policy extends to cover off-premises events. Many venues may require you to be added as an additional insured on their policy, so be sure to ask about this in advance.
• Negotiate terms: If you feel any part of the contract places too much liability on you, don't hesitate to negotiate. A balanced agreement is key to protecting your business while ensuring the event can move forward smoothly.

Identify and address physical hazards

The venue may not always meet the same safety standards you are accustomed to, so it's important to assess the space before your event.

• Trip and fall hazards: One of the most common causes of injury at events is tripping. Take the time to walk through the venue and identify potential hazards such as:

- Uneven floors, stairs, or ramps.
- Exposed cables or wires running across walkways.
- Loose rugs, mats, or debris on the floor.
- Slippery surfaces, particularly in high-traffic areas.

If you find any of these hazards, address them before guests arrive. This may include removing obstacles, marking hazardous areas, or providing clear signage to warn attendees.

• Lighting and visibility: Proper lighting is essential for preventing accidents, especially on walkways and exit routes. Make sure that all areas of the venue are well lit, particularly those that will be used in the evening or at night.
• Crowd control and emergency procedures: If you expect a large crowd, it's essential to have crowd control measures in place. Clearly mark all exits, keep pathways clear, and make sure emergency evacuation procedures are well-communicated to staff. It's a good idea to train key staff members in basic emergency responses to handle any situation that may arise.
• Fire safety: If your event involves cooking or the use of equipment that could pose a fire risk, make sure that fire extinguishers and other safety devices are readily available. If your event is outdoors or in a tent, double-check that fire safety measures are in place, especially in areas where open flames or electrical equipment may be used.

Manage alcohol service and liquor liability

If alcohol is served at your event, there are additional risks to manage. It's important to make sure you're properly covered, and that alcohol is served responsibly.

• Liquor liability insurance: If you're serving alcohol, you should have liquor liability insurance to protect your business in case of accidents caused by intoxicated guests. If the venue provides alcohol, confirm that they carry their own liquor liability coverage.
• Responsible alcohol service: Train your staff to serve alcohol responsibly. This includes checking IDs, refusing service to intoxicated individuals, and limiting the amount of alcohol served to any one person. It’s also a good idea to have designated staff members monitor alcohol consumption throughout the event to prevent overserving.
• Transportation and ridesharing: Consider providing transportation options for your guests, such as arranging ride-sharing services or taxis, to help reduce the risk of drunk driving. Offering safe transportation options help guests get home safely and can mitigate potential legal and liability issues.

Focus on staff and guest safety

The safety of your staff and guests should always be a top priority. Proper preparation and staff training can help prevent incidents and make sure the event runs smoothly.

• Staff training: Make sure all staff, volunteers, and security personnel are trained in event-specific risks and emergency procedures. A pre-event briefing is a great way to make sure everyone is on the same page.
• Medical assistance: Make sure that medical assistance is available on-site, either through a dedicated medical team or first aid-trained staff. Have first-aid kits readily accessible and make sure your guests know where they can find medical help if needed.
• Safety signage: Place clear safety signage throughout the venue, especially near areas that may pose risks, such as wet floors, stairs, or machinery. Well-placed signage can help guests navigate safely and avoid accidents.

Vendor and contractor oversight

If you’re working with vendors, contractors, or third-party service providers for your event, it’s important that they have the proper insurance coverage. You should verify their certificates of insurance (COI) and make sure they include coverage for any potential risks related to their services. Vendors should also be aware of your event’s risk control plan and work with you to minimize any hazards associated with their activities.

• Evaluate Third-Party Services: Carefully assess any third-party services such as catering, entertainment, or audio-visual (AV) equipment and understand the risks they may bring to the event. Address any concerns proactively to make sure operations run smoothly.
• Liability waivers for vendors: If your event involves high-risk activities or you want to transfer some of the liability, you can require vendors to sign liability waivers. These waivers can transfer liability from your business to the vendor for specific activities or incidents that may occur. For example, if a vendor is handling heavy machinery or providing entertainment services that could lead to injury, having them sign a waiver can help protect your business from claims arising out of their services.

Post-event review

After the event is over, take time to assess how things went and whether any incidents or claims arose.

• Document incidents: If an injury or accident occurs during the event, make sure to document everything. This includes collecting incident reports, taking photographs of the scene, and gathering witness statements. This documentation will be essential if any claims are filed.
• Review safety measures: Once the event is over, review the effectiveness of the safety measures you have had in place. Gather feedback from staff and guests to identify areas where safety protocols can be improved for future events.

By following these guidelines, you can reduce the risks associated with hosting an off-premises event, protecting both your business and your guests. Taking proactive steps to manage safety, liability, and insurance coverage will help your event run smoothly and that you’re prepared for any unexpected issues that may arise. If you have any questions or need assistance with planning your next event, contact Markel’s Risk Solution Services department at risksolutions@markel.com.

References

OSHA. (2024).Occupational Safety and Health Administration.
NFPA. (n.a.). NFPA 101: Life Safety Code.