Special Events Risk Management

The primary objective is to help organizers have a successful event that is safe for participants, and protects CSU’s property. Activities that are not academically orientated that occur either on campus grounds or in academic buildings are considered special and must be coordinated through the Facilities Event Coordinator.

Environmental Health Services, Facilities Scheduling Office, Risk Management, CSUPD and Health & Safety Offices have worked with the Registrar’s Office to implement use of the Event Management System  (EMS) for scheduling and coordinating university and department sponsored special events.  This system is currently used for scheduling academic general assignment classroom space, so likely this request process will be familiar to most campus users.

Beginning November 2016, CSU departments may begin scheduling space and requesting services for special events through this system immediately. To use this system please visit the CSU Event Request Page.

This will allow approving authorities for food, alcohol, insurance, security to review, approve and track special events occurring on campus with better consistency and timeliness.

As of November 8, 2016, Student Organization and private non-CSU organization will still need to use the online web form request at https://www.fm.colostate.edu/cforms/_reservation.cfm for requesting space and providing event details.

For more information please see EMS Intro and EMS “How To”

Representatives from RMI and EHS sit on the University Special Event Action Group (USEAG) which meets monthly to review special event requests from student organizations, outside groups, and other groups.

Special events by their very nature are not routine operations. Given that these activities are “special”, the exposure to risk is increased. Accidents can involve injury, or property damage resulting in financial loss, reputational loss, interruption or cancellation of activity, additional expenses such as emergency response. Examples of Special events include fundraisers, graduations, concerts, sporting/ athletic events, political events, conferences, camps etc.

Ensuring a safe and successful event involves preparation and planning. The following suggestions are a starting point to start the event planning process.

If your event includes the following, additional steps, planning and/ or approval may be required:

  • Live animals
  • Children
  • Physical activities (such as inflatable games, dunk booth, amusement rides, vehicles, carnival games)
  • Planned controversial presentations to large crowds
  • Concerts
  • Multiple vendors/ exhibitors
  • Sporting events not sponsored by Athletics, or Intramural sports (races, marathons, walk-a-thons, competitions)
  • Political rallies, protests, marches or debates
  • Festivals, fairs, exhibitions, carnivals, parades, conventions
  • Off-campus general public invited
  • Service of alcohol
  • Bonfires, fireworks
  • Food preparation not provided by LSC or Dining Services

Events Involving Alcohol

Events which involve the service of alcohol (excepting events held in Lory Student Center, or a facilities with a liquor license) must have the approval of Risk Management. For events which have been approved by Risk Management, liquor liability or host liquor liability insurance may also be required.

For events involving alcohol:

Review the Application-to-Serve-Alcoholic-Beverages-Information_2017

Complete the alcohol_application_rmi_form

Resources

CSU Requirement and Guidelines for Alcohol Service
Special Event Insurance
Special Event Support
Lory Student Center Event Services
Conference & Event Services
Waiver/Release Liability