Welcome to the Event Planning Risk Management course
This training course contains audio which will begin on the next slide.
let's Begin
You may mute the audio at any time using the Sound Icon in the bottom right corner of this presentation. (Not recommended)
Event Planning Risk Management
Start
Getting Started
Click the home button top right to return to the Table of Contents
You can hover over select images to learn more
Use the left or right arrows to move between slides
Introduction
Weather-Related & Reputational Risks
Safety and Security
Resources
Table of Contents
Event Risk Quiz
Food, Crowd Control & Cybersecurity Risks
Understanding The Risk
Hosting a fundraising event can be a great way to raise money and awareness for a cause, but it also comes with several risks. These include:
- Financial
- Legal and Compliance
- Safety and Security
- Weather-Related
- Reputational
- Technology and Logistics
Crowd Control & Emergency Planning
Crowd control is crucial for ensuring a safe and successful fundraising event. Poor crowd management can lead to:
Safety hazards
Reputational damage
Legal liability
Crowd Control & Emergency Planning
Here are some key considerations to think about:
Estimating attendance Venue selection Establishing points of access and egress Traffic management and parking Developing an emergency evacuation plan Obtaining all necessary permits
Planning and Preparation
Trained security personnel Conducting screening procedures ID ticketing system or wristbands
Security and Staffing
Designated walkways Clear and visible signage Keeping aisles clear and accessible
Crowd Flow and Space Management
PA system Awareness of emergency procedures
Communications and Emergency Response
Food Safety and Contamination
Food safety is crucial to avoid food poisoning incidents and general safety. Some key safeguards are:
- Proper food hygiene and handling techniques
- Keeping hot foods above 63℃ and cold foods below 5℃
- Assessing for food allergies
- Identifying choking hazards
- Ensuring compliance with local health departments
- Use of volunteers versus external caterers
Alcohol
Alcohol can contribute to many serious incidents. Some key precautions are:
Securing liquor licenses
Complying with alcohol service regulations
Ensure all servers have their alcohol service licensing
Restricting or banning alcohol at events with hazardous activities
Restricting consumption to designated areas
Calling 911 if an intoxicated attendee refuses assistance and attempts to drive home
Inflatable Play Structures (Bouncy Castles)
Using an inflatable play structure (e.g., bounce house, slide, or obstacle course) at a fundraising event can be fun for kids but also presents safety risks.
Inflatable Play Structures (Bouncy Castles)
Proper planning, supervision, and adherence to safety guidelines are crucial. Here’s how to ensure safe use:
- Use only insured and certified providers who follow industry safety standards
Employ a Professional Vendor
- Opt for a flat, level surface
- Stay away from hazards (power lines, trees, high winds)
Choose a Safe Location
- Always use adult supervision
- Restrict the number and age of children using the inflatable
Supervise Continually
- Use ground stakes or sandbags
- Ensure the inflatable is anchored at each tether point
- Continually monitor windspeed
- Check for damage (especially along seams before inflating)
- Monitor air pressure regularly
Secure and Anchor Properly
- Prohibit use if raining or windy
Weather Considerations
Cash Handling
Handling cash at a fundraising event introduces risks like theft, fraud loss, and mismanagement.
sell tickets in advance, use technology such as POS terminals, or online/mobile payment apps
Minimize cash handling
always have at least two people present
Limit who handles cash
in a cash box, and move large amounts to a secure safe
Lock cash away
tally and log any cash transactions and always require a two-person sign-off
Maintain accurate records
Consider using a professional cash handling company if you anticipate large amounts of cash will be taken during the event
Weather-Related Risks
Being weather-wise is essential when planning a fundraising event, especially if the event involves outdoor activities. Unexpected weather changes can impact attendance, safety, and the overall success of the event.
Weather-Related Risks
How to prepare:
- Choose the right date and season
- Closely monitor the weather forecast
- Be mindful of weather alerts for extreme weather events
- Have a backup plan and communicate early
- Implement weather-appropriate safety measures and procedures (e.g., hydration stations)
- Plan for wind
- Communicate your plans in advance and clearly specify any weather-related refund policy
Remember that with weather things can go wrong… and quickly!
Weather-Related Risks
How to prepare:
Provide warm-up areas, blankets or warm beverages and ensure pathways are clear
Cold & snow
Secure tents and equipment or postpone the event if too hazardous
Strong winds
Use non-slip mats, ensure proper drainage, and avoid using metal structures or electronics
Rain & thunderstorms
Offer water stations, shaded tents, and encourage sunscreen use
Heat & sun
Weather-Related Risks
- Communicate backup plans
- Keep attendees informed by sharing live updates of extreme weather events
Before the event:
- Clearly indicate shelter areas
- Specify emergency procedures (if needed)
At the event site:
Reputational Risks
A successful fundraising event can enhance an organization’s image, but if not well-managed, it can also create reputational risks that damage credibility, trust, and future fundraising efforts.
Key risks include:
- Misuse or mismanagement of funds
- Poor event planning or execution–leaving a negative impression
- Association with controversial sponsors or donors
- Ethical or legal violations
- Accidents and incidents at the event
- Inappropriate speakers, entertainment, or content
- Negative media or social media backlash
- Lack of inclusivity or cultural sensitivity
Reputational Risks
A disorganized event due to poor scheduling, miscommunication, long lines, or inadequate facilities, can leave attendees with a negative impression of the organization.
Poor Event Planning or Execution
- Develop a detailed event plan and timeline
- Conduct a dry run
- Assign volunteers or staff to handle key responsibilities
How to Prepare
Donors expect transparency. If funds are mismanaged, misallocated, or lack clear reporting, it can lead to accusations of fraud or dishonesty.
The Misuse or Mismanagement of Funds
- Outline how funds will be used before the event
- Maintain detailed financial records
- Provide post-event public reporting (e.g., impact reports)
How to Prepare
If needed, engage a third-party auditor or oversight committee to ensure accountability.
Reputational Risks
Partnering with businesses, individuals, or organizations that have unethical practices or controversial histories can harm credibility.
Association with Controversial Sponsors or Donors
- Conduct background checks before accepting contributions
- Ensure partnerships align with the values and mission
- Decline funding from problematic sources
How to Prepare
Violating fundraising laws, tax regulations, or ethical guidelines can lead to legal action and loss of public trust.
Ethical or Legal Violations
- Comply with charity laws and tax regulations
- Obtain permits for raffles, alcohol sales, or other regulated activities
- Provide receipts and proper documentation for donors
How to Prevent
Reputational Risks
A controversial speaker, offensive joke, or inappropriate entertainment can offend guests and damage reputation.
Inappropriate Speaker, Entertainment, or Content
- Vet speakers, performers, and activities
- Establish clear content guidelines for all presentations
- Have a moderator or PR team ready
How to Prevent
Accidents, fights, thefts, or food poisoning can lead to bad publicity and potential lawsuits.
Safety and Security Incidents
- Implement crowd control measures
- Hire trained security if needed
- Provide first aid stations and emergency response plans
- Ensure food vendors meet health and safety regulations
How to Prevent
Reputational Risks
If the event is poorly received, misrepresented, or faces a scandal, it can go viral in a negative way.
Negative Media or Social Media Backlash
- Assign a media relations team to handle press inquiries
- Monitor social media for negative comments and respond professionally
- Have a crisis communications plan in place
How to Prevent
If an event excludes certain groups, misrepresents cultures, or fails to be accessible, it can cause reputational harm.
Lack of Inclusivity or Cultural Sensitivity
- Ensure the event is accessible (e.g., wheelchair ramps or sign language interpreters)
- Be mindful of cultural and Indigenous acknowledgements
- Use inclusive language in marketing and programming
How to Prevent
Risk Assessment
A risk assessment involves:
Risk Mitigation Strategies
Risk Identification
Risk Evaluation (Likelihood and Impact)
Crisis Response Plan
Post Event Review
Risk Assessment
Step 1:
Identify the Potential Risks
- Financial Risks – Theft, mismanagement of cash donations
- Safety and Security Risks – Medical emergencies, injuries, disruptive behaviour
- Legal and Compliance Risks – Liability issues, non-compliance with tax and charity regulations
- Reputational Risks – Negative media coverage, controversial sponsors or donors
- Operational Risks – Venue cancellations, weather disruptions for outdoor events
Risk Assessment
Step 2:
Evaluate the Risk’s Likelihood and Impact
Step 3:
Determine the Risk Management Strategies
- Risk Likelihood: Low, Medium or High Risk
- Risk Impact: Minor, Moderate or Severe
- Financial Risks – Digital payments, finance team
- Safety and Security Risks – Emergency response plan, crowd control
- Legal and Compliance Risks – Permits, waivers
- Reputational Risks – Vet sponsors, speakers, and entertainers
- Operational Risks – Contingency plans, test equipment
Risk Assessment
Step 4:
Crisis Response Plan
Step 5:
Post-Event Risk Review and Future Improvements
- Identify the problem and assess the severity
- Notify staff, attendees, and sponsors
- Control media and public messaging
- Conduct a post-event review
- Assess the risks that encountered
- Gather feedback
- Make necessary adjustments for future events
Risk Transfer
Use third-party vendors wherever possible, and:
- Have a contract or written agreement
- Obtain proof of general liability insurance
- Ask for copies of applicable permits
- Confirm scope of work
- Request references of past work
Risk Transfer
Terminate the activity if the risks associated are too extreme, such as:
Skydiving and bungee jumping
High-risk stunts or dares
Polar plunges
Excessive alcohol or gambling based events
Eating challenges, extreme fasting or endurance challenges
Use of live animals (e.g., rodeos)
Waivers
A waiver helps protect your organization from legal liability by ensuring participants acknowledge and accept any risks involved.
Waivers
Waivers should:
State Participant Agreement
Include an Indemnification Clause
Clearly Define Risks
State Parental Acknowledgement for Children
Be Reviewed by Legal Counsel
Include Emergency Contact & Medical Information
First-Aid Requirements
First-Aid Kit
- Adhesive bandages and gauze pads
- Antiseptic wipes and adhesive tape
- Ointments for minor burns or rashes
Emergency Procedures
- Clear procedures for responding to medical emergencies
- Calling 911 if necessary
- Emergency contact numbers on hand
Incident Reporting
- Accident log with location and circumstances
- First-Aid treatments administered
- Follow-up actions taken
Trained Personnel
- Event staff trained in First Aid and CPR
- Designated person to communicate with local emergency services
Volunteer Management
Communicate and Coordinate
- Recruit and retain volunteers
- Designate a volunteer coordinator
- Leverage technology for quick updates
- Motivate, engage, and say thank you
Training and Orientation
- Conduct training to review expectations
- Outline emergency procedures
- Give clear instructions
- Provide an event checklist and name tags
- Pair new and experienced volunteers
Clear Roles and Responsibilities
- Outline all roles (e.g., registration desk, set-up/tear-down, food & beverage service, crowd control)
Background Checks
- Conduct background checks
- If the event involves children, youth, or vulnerable adults – also conduct a Vulnerable Sector Check
Additional Resources
Click on an image below for more information.
Bouncy Castles and Other Inflatable Amusement Rides
Protect Your Volunteers, Your Staff and the Communities You Serve
Best Practices for the Safe Set-Up & Operation of an Inflatable Amusement Device
Event Planning Risk Management
Quiz
Start
Question 1
Which of the following is NOT a recommended food safety practice when providing food and drink at an event?
Keeping hot foods above 63°C and cold foods below 5°C
Ignoring potential choking hazards for adult guests
Assessing for food allergies among attendees
Following all local health department regulations for food handling
1/10
Question 1
Which of the following is NOT a recommended food safety practice when providing food and drink at an event?
Correct!
Keeping hot foods above 63°C and cold foods below 5°C
Ignoring potential choking hazards for adult guests
Assessing for food allergies among attendees
Following all local health department regulations for food handling
Next
1/10
Question 1
Which of the following is NOT a recommended food safety practice when providing food and drink at an event?
Incorrect
Keeping hot foods above 63°C and cold foods below 5°C
Ignoring potential choking hazards for adult guests
Assessing for food allergies among attendees
Following all local health department regulations for food handling
Return
1/10
Question 2
What is a best practice for safely handling cash at a fundraising event?
Allow volunteers to manage cash independently for faster service
Keep all cash in one unlocked location for easy access
Use only one payment method to simplify accounting
Always have at least two people present when handling or counting cash
2/10
Question 2
What is a best practice for safely handling cash at a fundraising event?
Correct!
Allow volunteers to manage cash independently for faster service
Keep all cash in one unlocked location for easy access
Use only one payment method to simplify accounting
Always have at least two people present when handling or counting cash
Next
2/10
Question 2
What is a best practice for safely handling cash at a fundraising event?
Incorrect
Allow volunteers to manage cash independently for faster service
Keep all cash in one unlocked location for easy access
Use only one payment method to simplify accounting
Always have at least two people present when handling or counting cash
Return
2/10
Question 3
Which of the following is the LEAST effective weather preparedness strategy for an outdoor event?
Checking historical weather trends to choose the best season and time of day
Using reliable weather apps and setting severe weather alerts
Having a backup indoor venue or weather-resistant tents available
Waiting until the last minute to notify attendees about weather-related changes
3/10
Question 3
Which of the following is the LEAST effective weather preparedness strategy for an outdoor event?
Correct!
Checking historical weather trends to choose the best season and time of day
Using reliable weather apps and setting severe weather alerts
Having a backup indoor venue or weather-resistant tents available
Waiting until the last minute to notify attendees about weather-related changes
Next
3/10
Question 3
Which of the following is the LEAST effective weather preparedness strategy for an outdoor event?
Incorrect
Checking historical weather trends to choose the best season and time of day
Using reliable weather apps and setting severe weather alerts
Having a backup indoor venue or weather-resistant tents available
Waiting until the last minute to notify attendees about weather-related changes
Return
3/10
Question 4
Which of the following is NOT one of the key components of a Risk Assessment?
Social Media Engagement Plan
Risk Identification
Crisis Response Plan
Risk Evaluation (Likelihood and Impact)
4/10
Question 4
Which of the following is NOT one of the key components of a Risk Assessment?
Correct!
Social Media Engagement Plan
Risk Identification
Crisis Response Plan
Risk Evaluation (Likelihood and Impact)
Next
4/10
Question 4
Which of the following is NOT one of the key components of a Risk Assessment?
Incorrect
Social Media Engagement Plan
Risk Identification
Crisis Response Plan
Risk Evaluation (Likelihood and Impact)
Return
4/10
Question 5
Which of the following is a recommended step when working with third-party vendors to help transfer risk?
Skip the licensing check if the vendor has good online reviews
Avoid asking for permits to streamline event planning
Ensure you have a signed contract and request to be added as an “Additional Insured” on their insurance policy
Rely solely on a handshake agreement to build trust
5/10
Question 5
Which of the following is a recommended step when working with third-party vendors to help transfer risk?
Correct!
Skip the licensing check if the vendor has good online reviews
Avoid asking for permits to streamline event planning
Ensure you have a signed contract and request to be added as an “Additional Insured” on their insurance policy
Rely solely on a handshake agreement to build trust
Next
5/10
Question 5
Which of the following is a recommended step when working with third-party vendors to help transfer risk?
Incorrect
Skip the licensing check if the vendor has good online reviews
Avoid asking for permits to streamline event planning
Ensure you have a signed contract and request to be added as an “Additional Insured” on their insurance policy
Rely solely on a handshake agreement to build trust
Return
5/10
Question 6
What are some types of event risks?
Reputational, Social Media, Safety and Security, Legal and Compliance
Legal and Compliance, Reputational, Financial, Weather-Related
Safety and Security, Technology and Logistical
Both B and C
6/10
Question 6
What are some types of event risks?
Correct!
Reputational, Social Media, Safety and Security, Legal and Compliance
Legal and Compliance, Reputational, Financial, Weather-Related
Safety and Security, Technology and Logistical
Both B and C
Next
6/10
Question 6
What are some types of event risks?
Incorrect
Reputational, Social Media, Safety and Security, Legal and Compliance
Legal and Compliance, Reputational, Financial, Weather-Related
Safety and Security, Technology and Logistical
Both B and C
Return
6/10
Question 7
Which of the following could pose a reputational risk to your organization during a fundraising event?
Associating with a controversial sponsor
Offering diverse and inclusive programming
Clearly communicating your event’s purpose
Ensuring transparent use of funds
7/10
Question 7
Which of the following could pose a reputational risk to your organization during a fundraising event?
Correct!
Associating with a controversial sponsor
Offering diverse and inclusive programming
Clearly communicating your event’s purpose
Ensuring transparent use of funds
Next
7/10
Question 7
Which of the following could pose a reputational risk to your organization during a fundraising event?
Incorrect
Associating with a controversial sponsor
Offering diverse and inclusive programming
Clearly communicating your event’s purpose
Ensuring transparent use of funds
Return
7/10
Question 8
What is one important element to include in a participant waiver to help limit your organization’s legal liability?
A section asking participants to rate their experience
A reminder that participants can sue if they change their mind
A request for social media handles
A clear description of potential risks involved in the event
8/10
Question 8
What is one important element to include in a participant waiver to help limit your organization’s legal liability?
Correct!
A section asking participants to rate their experience
A reminder that participants can sue if they change their mind
A request for social media handles
A clear description of potential risks involved in the event
Next
8/10
Question 8
What is one important element to include in a participant waiver to help limit your organization’s legal liability?
Incorrect
A section asking participants to rate their experience
A reminder that participants can sue if they change their mind
A request for social media handles
A clear description of potential risks involved in the event
Return
8/10
Question 9
What is an important first aid preparation step for event organizers?
Letting emergency services (911) handle everything, so no plan is needed
Stocking a first aid kit with bandages, antiseptics, and commonly used medications
Asking untrained volunteers to respond to medical emergencies
Only reporting major incidents that require hospitalization
9/10
Question 9
What is an important first aid preparation step for event organizers?
Correct!
Letting emergency services (911) handle everything, so no plan is needed
Stocking a first aid kit with bandages, antiseptics, and commonly used medications
Asking untrained volunteers to respond to medical emergencies
Only reporting major incidents that require hospitalization
Next
9/10
Question 9
What is an important first aid preparation step for event organizers?
Incorrect
Letting emergency services (911) handle everything, so no plan is needed
Stocking a first aid kit with bandages, antiseptics, and commonly used medications
Asking untrained volunteers to respond to medical emergencies
Only reporting major incidents that require hospitalization
Return
9/10
Question 10
Which of the following is a recommended safety measure for an event held in hot and sunny conditions?
Avoid providing shade to encourage attendees to stay active
Use metal structures to reflect sunlight and keep the area warm
Offer free water stations and shaded areas to prevent dehydration
Cancel the event immediately if the temperature rises too high
10/10
Question 10
Which of the following is a recommended safety measure for an event held in hot and sunny conditions?
Correct!
Avoid providing shade to encourage attendees to stay active
Use metal structures to reflect sunlight and keep the area warm
Offer free water stations and shaded areas to prevent dehydration
Cancel the event immediately if the temperature rises too high
NEXT
10/10
Question 10
Which of the following is a recommended safety measure for an event held in hot and sunny conditions?
Incorrect
Avoid providing shade to encourage attendees to stay active
Use metal structures to reflect sunlight and keep the area warm
Offer free water stations and shaded areas to prevent dehydration
Cancel the event immediately if the temperature rises too high
Return
10/10
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Ecclesiastical Insurance is a specialist provider of unique insurance solutions and services dedicated to the protection and preservation of Canada's distinct communities, cultures, and heritage. We are proud to be part of the Benefact Group - a charity owned, international family of financial services companies that gives all available profits to charity and good causes. We are rated "A" (Excellent) by A.M. Best. For more information on our products and unique Risk Management services, please visit www.ecclesiastical.ca.
Event Planning Risk Management
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Transcript
Welcome to the Event Planning Risk Management course
This training course contains audio which will begin on the next slide.
let's Begin
You may mute the audio at any time using the Sound Icon in the bottom right corner of this presentation. (Not recommended)
Event Planning Risk Management
Start
Getting Started
Click the home button top right to return to the Table of Contents
You can hover over select images to learn more
Use the left or right arrows to move between slides
Introduction
Weather-Related & Reputational Risks
Safety and Security
Resources
Table of Contents
Event Risk Quiz
Food, Crowd Control & Cybersecurity Risks
Understanding The Risk
Hosting a fundraising event can be a great way to raise money and awareness for a cause, but it also comes with several risks. These include:
Crowd Control & Emergency Planning
Crowd control is crucial for ensuring a safe and successful fundraising event. Poor crowd management can lead to:
Safety hazards
Reputational damage
Legal liability
Crowd Control & Emergency Planning
Here are some key considerations to think about:
Estimating attendance Venue selection Establishing points of access and egress Traffic management and parking Developing an emergency evacuation plan Obtaining all necessary permits
Planning and Preparation
Trained security personnel Conducting screening procedures ID ticketing system or wristbands
Security and Staffing
Designated walkways Clear and visible signage Keeping aisles clear and accessible
Crowd Flow and Space Management
PA system Awareness of emergency procedures
Communications and Emergency Response
Food Safety and Contamination
Food safety is crucial to avoid food poisoning incidents and general safety. Some key safeguards are:
Alcohol
Alcohol can contribute to many serious incidents. Some key precautions are:
Securing liquor licenses
Complying with alcohol service regulations
Ensure all servers have their alcohol service licensing
Restricting or banning alcohol at events with hazardous activities
Restricting consumption to designated areas
Calling 911 if an intoxicated attendee refuses assistance and attempts to drive home
Inflatable Play Structures (Bouncy Castles)
Using an inflatable play structure (e.g., bounce house, slide, or obstacle course) at a fundraising event can be fun for kids but also presents safety risks.
Inflatable Play Structures (Bouncy Castles)
Proper planning, supervision, and adherence to safety guidelines are crucial. Here’s how to ensure safe use:
Employ a Professional Vendor
Choose a Safe Location
Supervise Continually
Secure and Anchor Properly
Weather Considerations
Cash Handling
Handling cash at a fundraising event introduces risks like theft, fraud loss, and mismanagement.
sell tickets in advance, use technology such as POS terminals, or online/mobile payment apps
Minimize cash handling
always have at least two people present
Limit who handles cash
in a cash box, and move large amounts to a secure safe
Lock cash away
tally and log any cash transactions and always require a two-person sign-off
Maintain accurate records
Consider using a professional cash handling company if you anticipate large amounts of cash will be taken during the event
Weather-Related Risks
Being weather-wise is essential when planning a fundraising event, especially if the event involves outdoor activities. Unexpected weather changes can impact attendance, safety, and the overall success of the event.
Weather-Related Risks
How to prepare:
Remember that with weather things can go wrong… and quickly!
Weather-Related Risks
How to prepare:
Provide warm-up areas, blankets or warm beverages and ensure pathways are clear
Cold & snow
Secure tents and equipment or postpone the event if too hazardous
Strong winds
Use non-slip mats, ensure proper drainage, and avoid using metal structures or electronics
Rain & thunderstorms
Offer water stations, shaded tents, and encourage sunscreen use
Heat & sun
Weather-Related Risks
Before the event:
At the event site:
Reputational Risks
A successful fundraising event can enhance an organization’s image, but if not well-managed, it can also create reputational risks that damage credibility, trust, and future fundraising efforts.
Key risks include:
Reputational Risks
A disorganized event due to poor scheduling, miscommunication, long lines, or inadequate facilities, can leave attendees with a negative impression of the organization.
Poor Event Planning or Execution
How to Prepare
Donors expect transparency. If funds are mismanaged, misallocated, or lack clear reporting, it can lead to accusations of fraud or dishonesty.
The Misuse or Mismanagement of Funds
How to Prepare
If needed, engage a third-party auditor or oversight committee to ensure accountability.
Reputational Risks
Partnering with businesses, individuals, or organizations that have unethical practices or controversial histories can harm credibility.
Association with Controversial Sponsors or Donors
How to Prepare
Violating fundraising laws, tax regulations, or ethical guidelines can lead to legal action and loss of public trust.
Ethical or Legal Violations
How to Prevent
Reputational Risks
A controversial speaker, offensive joke, or inappropriate entertainment can offend guests and damage reputation.
Inappropriate Speaker, Entertainment, or Content
How to Prevent
Accidents, fights, thefts, or food poisoning can lead to bad publicity and potential lawsuits.
Safety and Security Incidents
How to Prevent
Reputational Risks
If the event is poorly received, misrepresented, or faces a scandal, it can go viral in a negative way.
Negative Media or Social Media Backlash
How to Prevent
If an event excludes certain groups, misrepresents cultures, or fails to be accessible, it can cause reputational harm.
Lack of Inclusivity or Cultural Sensitivity
How to Prevent
Risk Assessment
A risk assessment involves:
Risk Mitigation Strategies
Risk Identification
Risk Evaluation (Likelihood and Impact)
Crisis Response Plan
Post Event Review
Risk Assessment
Step 1:
Identify the Potential Risks
Risk Assessment
Step 2:
Evaluate the Risk’s Likelihood and Impact
Step 3:
Determine the Risk Management Strategies
Risk Assessment
Step 4:
Crisis Response Plan
Step 5:
Post-Event Risk Review and Future Improvements
Risk Transfer
Use third-party vendors wherever possible, and:
Risk Transfer
Terminate the activity if the risks associated are too extreme, such as:
Skydiving and bungee jumping
High-risk stunts or dares
Polar plunges
Excessive alcohol or gambling based events
Eating challenges, extreme fasting or endurance challenges
Use of live animals (e.g., rodeos)
Waivers
A waiver helps protect your organization from legal liability by ensuring participants acknowledge and accept any risks involved.
Waivers
Waivers should:
State Participant Agreement
Include an Indemnification Clause
Clearly Define Risks
State Parental Acknowledgement for Children
Be Reviewed by Legal Counsel
Include Emergency Contact & Medical Information
First-Aid Requirements
First-Aid Kit
Emergency Procedures
Incident Reporting
Trained Personnel
Volunteer Management
Communicate and Coordinate
Training and Orientation
Clear Roles and Responsibilities
Background Checks
Additional Resources
Click on an image below for more information.
Bouncy Castles and Other Inflatable Amusement Rides
Protect Your Volunteers, Your Staff and the Communities You Serve
Best Practices for the Safe Set-Up & Operation of an Inflatable Amusement Device
Event Planning Risk Management
Quiz
Start
Question 1
Which of the following is NOT a recommended food safety practice when providing food and drink at an event?
Keeping hot foods above 63°C and cold foods below 5°C
Ignoring potential choking hazards for adult guests
Assessing for food allergies among attendees
Following all local health department regulations for food handling
1/10
Question 1
Which of the following is NOT a recommended food safety practice when providing food and drink at an event?
Correct!
Keeping hot foods above 63°C and cold foods below 5°C
Ignoring potential choking hazards for adult guests
Assessing for food allergies among attendees
Following all local health department regulations for food handling
Next
1/10
Question 1
Which of the following is NOT a recommended food safety practice when providing food and drink at an event?
Incorrect
Keeping hot foods above 63°C and cold foods below 5°C
Ignoring potential choking hazards for adult guests
Assessing for food allergies among attendees
Following all local health department regulations for food handling
Return
1/10
Question 2
What is a best practice for safely handling cash at a fundraising event?
Allow volunteers to manage cash independently for faster service
Keep all cash in one unlocked location for easy access
Use only one payment method to simplify accounting
Always have at least two people present when handling or counting cash
2/10
Question 2
What is a best practice for safely handling cash at a fundraising event?
Correct!
Allow volunteers to manage cash independently for faster service
Keep all cash in one unlocked location for easy access
Use only one payment method to simplify accounting
Always have at least two people present when handling or counting cash
Next
2/10
Question 2
What is a best practice for safely handling cash at a fundraising event?
Incorrect
Allow volunteers to manage cash independently for faster service
Keep all cash in one unlocked location for easy access
Use only one payment method to simplify accounting
Always have at least two people present when handling or counting cash
Return
2/10
Question 3
Which of the following is the LEAST effective weather preparedness strategy for an outdoor event?
Checking historical weather trends to choose the best season and time of day
Using reliable weather apps and setting severe weather alerts
Having a backup indoor venue or weather-resistant tents available
Waiting until the last minute to notify attendees about weather-related changes
3/10
Question 3
Which of the following is the LEAST effective weather preparedness strategy for an outdoor event?
Correct!
Checking historical weather trends to choose the best season and time of day
Using reliable weather apps and setting severe weather alerts
Having a backup indoor venue or weather-resistant tents available
Waiting until the last minute to notify attendees about weather-related changes
Next
3/10
Question 3
Which of the following is the LEAST effective weather preparedness strategy for an outdoor event?
Incorrect
Checking historical weather trends to choose the best season and time of day
Using reliable weather apps and setting severe weather alerts
Having a backup indoor venue or weather-resistant tents available
Waiting until the last minute to notify attendees about weather-related changes
Return
3/10
Question 4
Which of the following is NOT one of the key components of a Risk Assessment?
Social Media Engagement Plan
Risk Identification
Crisis Response Plan
Risk Evaluation (Likelihood and Impact)
4/10
Question 4
Which of the following is NOT one of the key components of a Risk Assessment?
Correct!
Social Media Engagement Plan
Risk Identification
Crisis Response Plan
Risk Evaluation (Likelihood and Impact)
Next
4/10
Question 4
Which of the following is NOT one of the key components of a Risk Assessment?
Incorrect
Social Media Engagement Plan
Risk Identification
Crisis Response Plan
Risk Evaluation (Likelihood and Impact)
Return
4/10
Question 5
Which of the following is a recommended step when working with third-party vendors to help transfer risk?
Skip the licensing check if the vendor has good online reviews
Avoid asking for permits to streamline event planning
Ensure you have a signed contract and request to be added as an “Additional Insured” on their insurance policy
Rely solely on a handshake agreement to build trust
5/10
Question 5
Which of the following is a recommended step when working with third-party vendors to help transfer risk?
Correct!
Skip the licensing check if the vendor has good online reviews
Avoid asking for permits to streamline event planning
Ensure you have a signed contract and request to be added as an “Additional Insured” on their insurance policy
Rely solely on a handshake agreement to build trust
Next
5/10
Question 5
Which of the following is a recommended step when working with third-party vendors to help transfer risk?
Incorrect
Skip the licensing check if the vendor has good online reviews
Avoid asking for permits to streamline event planning
Ensure you have a signed contract and request to be added as an “Additional Insured” on their insurance policy
Rely solely on a handshake agreement to build trust
Return
5/10
Question 6
What are some types of event risks?
Reputational, Social Media, Safety and Security, Legal and Compliance
Legal and Compliance, Reputational, Financial, Weather-Related
Safety and Security, Technology and Logistical
Both B and C
6/10
Question 6
What are some types of event risks?
Correct!
Reputational, Social Media, Safety and Security, Legal and Compliance
Legal and Compliance, Reputational, Financial, Weather-Related
Safety and Security, Technology and Logistical
Both B and C
Next
6/10
Question 6
What are some types of event risks?
Incorrect
Reputational, Social Media, Safety and Security, Legal and Compliance
Legal and Compliance, Reputational, Financial, Weather-Related
Safety and Security, Technology and Logistical
Both B and C
Return
6/10
Question 7
Which of the following could pose a reputational risk to your organization during a fundraising event?
Associating with a controversial sponsor
Offering diverse and inclusive programming
Clearly communicating your event’s purpose
Ensuring transparent use of funds
7/10
Question 7
Which of the following could pose a reputational risk to your organization during a fundraising event?
Correct!
Associating with a controversial sponsor
Offering diverse and inclusive programming
Clearly communicating your event’s purpose
Ensuring transparent use of funds
Next
7/10
Question 7
Which of the following could pose a reputational risk to your organization during a fundraising event?
Incorrect
Associating with a controversial sponsor
Offering diverse and inclusive programming
Clearly communicating your event’s purpose
Ensuring transparent use of funds
Return
7/10
Question 8
What is one important element to include in a participant waiver to help limit your organization’s legal liability?
A section asking participants to rate their experience
A reminder that participants can sue if they change their mind
A request for social media handles
A clear description of potential risks involved in the event
8/10
Question 8
What is one important element to include in a participant waiver to help limit your organization’s legal liability?
Correct!
A section asking participants to rate their experience
A reminder that participants can sue if they change their mind
A request for social media handles
A clear description of potential risks involved in the event
Next
8/10
Question 8
What is one important element to include in a participant waiver to help limit your organization’s legal liability?
Incorrect
A section asking participants to rate their experience
A reminder that participants can sue if they change their mind
A request for social media handles
A clear description of potential risks involved in the event
Return
8/10
Question 9
What is an important first aid preparation step for event organizers?
Letting emergency services (911) handle everything, so no plan is needed
Stocking a first aid kit with bandages, antiseptics, and commonly used medications
Asking untrained volunteers to respond to medical emergencies
Only reporting major incidents that require hospitalization
9/10
Question 9
What is an important first aid preparation step for event organizers?
Correct!
Letting emergency services (911) handle everything, so no plan is needed
Stocking a first aid kit with bandages, antiseptics, and commonly used medications
Asking untrained volunteers to respond to medical emergencies
Only reporting major incidents that require hospitalization
Next
9/10
Question 9
What is an important first aid preparation step for event organizers?
Incorrect
Letting emergency services (911) handle everything, so no plan is needed
Stocking a first aid kit with bandages, antiseptics, and commonly used medications
Asking untrained volunteers to respond to medical emergencies
Only reporting major incidents that require hospitalization
Return
9/10
Question 10
Which of the following is a recommended safety measure for an event held in hot and sunny conditions?
Avoid providing shade to encourage attendees to stay active
Use metal structures to reflect sunlight and keep the area warm
Offer free water stations and shaded areas to prevent dehydration
Cancel the event immediately if the temperature rises too high
10/10
Question 10
Which of the following is a recommended safety measure for an event held in hot and sunny conditions?
Correct!
Avoid providing shade to encourage attendees to stay active
Use metal structures to reflect sunlight and keep the area warm
Offer free water stations and shaded areas to prevent dehydration
Cancel the event immediately if the temperature rises too high
NEXT
10/10
Question 10
Which of the following is a recommended safety measure for an event held in hot and sunny conditions?
Incorrect
Avoid providing shade to encourage attendees to stay active
Use metal structures to reflect sunlight and keep the area warm
Offer free water stations and shaded areas to prevent dehydration
Cancel the event immediately if the temperature rises too high
Return
10/10
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Ecclesiastical Insurance is a specialist provider of unique insurance solutions and services dedicated to the protection and preservation of Canada's distinct communities, cultures, and heritage. We are proud to be part of the Benefact Group - a charity owned, international family of financial services companies that gives all available profits to charity and good causes. We are rated "A" (Excellent) by A.M. Best. For more information on our products and unique Risk Management services, please visit www.ecclesiastical.ca.