Risk Management

Although there are risks associated with all events and activities, managing those risks does not have to be complex. Below you will find links to several resources available from the Office of Risk Management to help you proactively manage event risks and avoid, prevent, reduce, and transfer losses, liabilities and litigation. In addition to a comprehensive list of risk factors lower on this page, events considered of high risk include activities involving:

alcohol
food
fire or explosion risk, including fireworks and bonfires
bands
travel
animals
athletics or sports
large attendance
use OF non-OSU vendors or contractors (link to below)
facility use TO non-OSU organizations (link to below)

If you have additional questions regarding managing risks for a particular event, please contact the Office of Risk Management.

Risk Resources:

Risk Factors (see below)
Event Planning Risk Guidelines
Non-OSU Vendors or Contractors
Oregon Administrative Rules regarding alcohol service on campus
Facility Use to Non-OSU Organizations

Risk Factors

Below is a list of the top 50 risks to mitigate in event planning. While this list is comprehensive, it is not all-inclusive. Please contact the Office of Risk Management for questions regarding risk mitigation tools.

Sale and/or consumption of alcohol or drugs? Minors present?
Size of crowd?
Poor communication system?
Children attending?
Inexperienced security?
Poor signs (exits, etc)?
Slippery surfaces?
Weather conditions: heat, cold, rain, wind?
Exposure to theft of property?
Fireworks?
Hazardous event activities?
Behavior of performers?
Admission of bottles and cans?
Event cancellation or performer no-show?
Inexperienced organizers?
Use of locations not designed for events?
Over capacity crowds?
Vandalism?
Rioting?
Use of private security not approved by OSU Department of Public Safety?
Terrorism?
Festival-style seating?
Insufficient budgets?
Falling objects?
Free and uncontrolled admission?
Long weekend and holiday events?
Use of animals?
No parking lot security?
Stage rushing?
Many volunteers?
International attendance?
No evacuation plan?
Poor perimeter fencing?
Admitting weapons or menacing objects?
Low stages, Long lines and waits?
Poor ventilation?
Slow emergency response?
One-of-a-kind and first-time events?
Athletic events?
Use of contractors (food, entertainment, etc...)
Loaned or rented equipment? Insurance in place?
Sale of product? Product Liability?
Non-affiliated group using OSU property?
Travel?
Bonfires?
Hay Rides?
No prior notification of event to Office of Risk Management , Department of Public Safety, Environmental Health & Safety
Food? Call Benton County Health for safe food handling advice.
Field Trips (see field trip guidelines)?
No Insurance coverage

Event Planning Risk Guidelines

If you are planning an event or activity on campus, proper planning can determine if your event will be a safe and successful venture. The below guidelines will help with this process.

Identify the risks associated with the event by reviewing a list of risk factors
Evaluate the risks involved in your event. Consider probability of an incident occurring (frequency) and the impact of the incident (severity)
Chose risk mitigation techniques. These may include:
- Implementing loss prevention and loss control measures such as having an EMT/Fire Department at the event.
- Transferring the risk through contracts, waivers or procuring special event insurance coverage.
- Avoiding the risk. Consider this technique if you do not have the expertise (training) to conduct the activity safely or if there are alternative ideas which are safer or a better use of resources.
- Monitor the results of your chosen techniques.
- Reevaluate your decisions for future events.

If you have questions regarding the University's insurance coverage or the evaluation of risks for a particular event, please contact the Office of Risk Management.

Non-OSU Vendors or Contractors

There are always risks when OSU departments, colleges, or units contract with a vendor or contractor for goods or services. However, there are more risk exposures when we do not have a contract in place when procuring goods and services.

Using non-OSU vendors or contractors for any type of activity at your event should include a contracting process. The contract terms determine who will be responsible for paying a loss. If we have favorable contract terms the risk to OSU is reduced. In the absence of a contract, OSU's risk exposures increase significantly. The University's position is to accept those risks that are ours while requiring others to accept those risks that are theirs. For this reason, OSU requires all non-OSU vendors or contractors to have in effect a General Liability Insurance policy with a minimum limit of $1,000,000.00 per occurrence. An insurance company licensed to do business in the State of Oregon must issue the certificate of insurance. In some cases, OSU, its officers, employees and agents shall be named as an additionally insured in this insurance policy. Occasionally, OSU may waive this requirement, but this is rare and must be approved by the Office of Risk Management and/or Procurement and Contracts Office (PaCS).

There are only 16 OSU individuals authorized to obligate the University to contractual guidelines; therefore, all contracts and procurements for goods and services must meet the Procurement and Contracts Office (PaCS) guidelines.

Facility Use to Non-OSU Organizations

If a non-OSU organization desires to use an OSU facility, a facility use agreement must be in place prior to permitting the organization to use the facility. This includes all facilities, including those with costs or those provided at no costs. These agreements are available through the Procurement and Contracts Office (PaCS) and can only be signed by the 16 OSU individuals authorized to obligate the University to agreements. Therefore, all facility use agreements must be submitted to the Procurement and Contracts Office (PaCS) for signature.

The agreement outlines OSU's responsibilities and determines who will be responsible for paying a loss. In the absence of an agreement, OSU's risk exposures increase significantly. The University's position is to accept those risks that are due to our negligence, while requiring others to accept those risks that are theirs. For this reason, OSU requires all non-OSU organizations who use our facilities to have in effect a General Liability Insurance policy with a minimum limit of $1,000,000.00 per occurrence. An insurance company licensed to do business in the State of Oregon must issue the certificate of insurance. In some cases, OSU, its officers, employees and agents shall be named as an additionally insured in this insurance policy. Occasionally, OSU may waive this requirement, but this is rare and must be approved by the Office of Risk Management and/or Procurement and Contracts Office (PaCS).